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TOPS Professional™ Owner Database Manual

1. Save click this button to save the open letter document Print click the button to print the form letter Print Preview generates a sample letter to the screen so you can check the format Email Email the form letter to the owner if TOPS iMail has been activated If TOPS iMail has not been activated this button will be inactive Undo deletes or rolls back changes made to the form letter Redo reverses the Undo button one character at a time each time you click the button Cut highlight a character word sentence or paragraph then click the cut button to delete it from the form letter The cut text is save in the clipboard in case you wish to paste it to another area of the form letter Copy highlight a character word sentence or paragraph then click the copy button to save the text in the clipboard so you can paste it to another area of the form letter Paste click this button to insert Cut or Copied text from the clipboard into the form letter at the cursor position IE bel ieilele e 147 Y Spell Checker click this button to check the spelling in the form letter AUE A Font Color click this button to select a font color for text at the cursor position or for highlighted text Fixed Length Field click to highlight a Merge Code then click this button to make it a Fixed Lengt
2. Accelerated Assessments are covering in more detail in the Accounts Receivable manual Hold Delinquency Notice If an owner is delinquent and has been referred to an attorney for collection action you can checkmark here to prevent TOPS from sending any further collections notices or letters This checkmark can also be set under the TOPS Collection Action that is part of the Accounts Receivable module Checkmark this box if you do NOT want to send any further delinquency correspondence to this owner automatically from the TOPS Collection Action Uncheck this box if you wish to resume sending delinquency correspondence to this owner Hold Payment Checkmark the Hold Payment box if you wish to be warned not to accept payments from this owner when entering owner cash receipts If the owner is in attorney collection action the attorney may instruct you not to accept any direct payments from the delinquent owner check marking this box will help to prevent this There is a further benefit of check marking this box Under the Global Functions module you have the ability to generate a Hold Payment file which can be uploaded to your bank so they can block payments from being accepted through their lockbox system Bills Statements Checkmark if this owner is the one who should received Bills Statements and Coupons for this home Where there are multiple owners of a home or renters this gives you the ability to pick a
3. A completed Group Owner will look like this Group Owner 193 lt f OD Multi property owners XX Sample Condominium Group Owner Info Owner Group 1 Sort Name TOWSON Owner Name ffowsoninvestments Address 1 f1 04 Sundown Road F Foreign Country Address 2 l City rowson State Mo zip fossa Phones Home Work 410 555 1212 410 555 1111 IV Deling Notice V Mailing Label Homes in Owner Group Add Home N x Delete Home 4 4 gt gt F2 Update Group Owner Info BA ox Cancel Dower K Close The next step is to select the homes that are part of this Group Add Home Click the Add Home button You will then see the Owner Selector Owner Selector lt OD Multi property owners XX Sample Condominium Account l Select By C Address Account LotiJnit lq 4 gt gt PB x K crose C Owner Name C Property You are ready to select the homes to include in the Group using either Account Lot Unit Street Address or Owner Last Name Go ahead and select the homes for this Group Here is a new Group with some homes in it Group Owner Completed 194 lt OD Multi property owners XX Sample Condominium Group Owner Info Owner Group i 1 Sort Name frowson Owner Name frowson Investments Address 1 f1 04 Sundown Road F Foreign Country Address 2 City frowson State Mo zip posse I Phones Home Work Z 0 555
4. OD Select Street Dax Supreme Court i Edit Street Name PF ox cancel Make sure the Street Names are correct before proceeding PB o Click the OK button to accept the changes and exit from the Street Names file cance Click the Cancel button to not accept the changes to the Street Names file L 82 Section Phase Number Using Section or Phase Numbers in the owner database allows you to group homes and owners by an area Section tracking can be handy where a community is divided up by section with each section providing a different level of service and therefore paying a different maintenance fee amount It can also be used for Building tracking Phase is similar to Section but it can be used for tracking groups of homes that are deeded into a growing community by the developer by parcel Either option works the same way it is just a matter of using the correct semantics for your situation To use Section or Phase Number tracking you will have to activate it in the Owner Control Info Once activated there you can imbed the Section or Phase in the Property Info record for each home When a community has Section or Phase Number tracking turned on then most of the Owner Reports and many of the AR reports can be sorted by these numbers meaning it will group homes by the Section or Phase Number Section Phase Activation pesenenenenenenesesnacssensscsenescscsssnsvensnenenencaso
5. Mort Co 000 BA ZB o Denner Gosa Close Owner 1 of 1 fa this home Click on the Flags button You will see the Owner Flags for the owner you selected Owner BAN lt OD Owner Options Maple Unit ID 400 Owner Jenny Craig Control Flags JV Accelerated Assessment 7 Hold Delinquency Notice M Bills Statement gt V Mailing Labels Direct Debit W o cme A check mark here means this owner gets the Mailing Labels for this home Where there are multiple owners for a home this lets you pick and choose which ones get the mailings from the community 97 Special Forms Flag If you use Form Letters to print letters or specially designed forms like a custom bill or voting proxy a check mark here means this owner will have that Form Letter printed for them If there are multiple owners of a home this gives you control in selecting which ones get a letter or special form Uncheck this box if you do NOT want this owner to have a special Form Letter printed Select Maintain from the Owner Database menu You will see the Maintain Owner screen Maintain Owners X OD Maintain owners XX Sample Condominium BAR i al pi pil 2 2 a S el ale w e a x Property History Charges Letters Notes Dats Flags Resale CCR Wrk Ord nie i Select PropertyF4 Browse Multiple Owners Account F3 Blot AUnit FB j RecordType T TED Street
6. Owner Ray amp Hancy Simon Charge Table Name Charge Description Amount Debt At Maintenance Fee M Townhome i 4 C1 Special Assess M Single Family wm Onn Make sure you have the Recurring Charges setup correctly for the New Owner Click OK to proceed Upon completion of adding the New Owner record you will see this Recap screen Recap Screen 38 X OD Owner resales XX Sample Condominium New Owner Info You have added new Property and Owner information for Address 500 Easy Street Account 500 Lot Unit 500 tf i Owner Dave Hydrant 2nd Owner ii Alt Addr x IR ee Add New Owner screen 5 of 5 This just verifies that you have completed the steps for handling the Resale Click the Finish button to exit You will return to the Owner Maintain screen showing the New Owner you just added This completes the steps for handling Owner Resales 39 Owner CCR Records Overview From the Owner Maintain screen you can open a window to see all the CCR Records on file for a home The CCR Records can be any type approved architectural changes violations pending requests or disapproved requests You can open any CCR Records view the details make changes or even add a new CCR Record for the home You must own the CCR Module an optional module in TOPS in order to use this function on the Owner Maintain screen If you do not own the CCR Module the CCR button will be grayed out an
7. S Address Line 2 Sute i i s S S S S City State Zip Phoenix z 85003 Phone 1 602 999 8888 Fax 1 602 777 8888 Phone 2 602 555 4444 Fax 2 502 999 8881 xyx communitymanagement com abc communitymanagement com Tops CustomerID TEAM321 X Description Merge code Sample Management Co Name Management Co Name Management Company Inc Management Co Contact Management Co Contact President Management Co Complete Management Co Complete 12001 N 102 Street Address Suite 100 Address Phoenix AZ 85003 Management Co Address Line 1 Management Co Address Line 1 12001 N 102 Street Management Co Address Line 2 Management Co Address Line 2 Suite 100 Management Co City Management Co City Phoenix Management Co State Management Co State AZ Management Co Zip Management Co Zip 85003 Management Co Phone 1 Management Co Phone 1 602 999 8888 Management Co Phone 2 Management Co Phone 2 602 555 4444 Management Co Fax 1 Management Co Fax 1 602 777 8888 Management Co Fax 2 Management Co Fax 2 602 999 8881 Management Co Email 1 Management Co Email 1 xyx communitymanagement c om Management Co Email 2 Management Co Email 2 abc communitymanagement c om 153 Community Fact Sheet These Merge Codes pull information from the Community Fact Sheet file Community Fact
8. Alt Addr James Bond 21300 Brink Parkway Gaithersburg MD 20879 This confirms the completion of adding the new Owner record button If everything looks OK click the Finish button to exit from the confirmation screen If you need to make corrections click the Back 68 Add New Home amp Owner You can add a new home and owner at any time Normally if setting up a new community you would add the new home and owner using the community Setup wizard The community Setup wizard is found on the Setup menu on the toolbar at the top of the screen To add new home that does not already exist click on the Add New button without selecting a home in other words the Maintain Owner screen should be BLANK You will automatically go to the Add Property screen where you may add the home and then proceed to add the owner Select Maintain from the Owner Database menu To add a new home and owner to a community start at the Maintain Owner screen Maintain Owner Blank lt OD Maintain owners XX Sample Condominium 4 lt gt Pl ajaj S ojn r 2 Lal EN pfoperty History Charges Letters Notes paa Flags ecm CCR Wk Ord Print i Select PropertyF4 Browse Account F3 BhLot AUnit F6 s Street Street Address F2 Name Search F5 Select Owner Multiple Owners Record Type Status Balance Collection IT Hold Action ss meow Owner Settled Date 2n
9. TER Double chgk sections gt to include ZW o Double click in the browse window to select an Mdividual Section Phase or Building If you want the entire report organized by Building Section Phase number then click the option for All Sections Click the OK button to continue Report Date The date is important on any Owner Reports that show owner balances like the Annual Meeting w Delinquent Balance It is used as the calculation date for determining if the owner owes money For other reports like the Telephone Directory it is merely the date printed on the report so you know when the report was generated Enter the date as 031507 for March 15 2007 Do not enter any slashes between the dates Select Print Options rie After making print option selections on the Print Owner Report menu Click the Print button to proceed Special Report Options after clicking on the Print button above if the Owner Report has any special options you will see pop ups giving you the options available Owner Reports with Special Report Option are e Owner Summary Report e Standard Owner Report e Telephone Directory e Annual Meeting w Signature e Owner Profile Report e Group Owner Report e Settled Property Report e Owner Resale Report See the section titled Special Report Options at the end of the Owner Reports manual section for more information on these options If there are no Special
10. The name of the Recurring Charge Table The names can be changed at any time through the Charge Tables themselves Community Setup AR amp Owner Setup Frequency The Frequency of each Recurring Charge The Frequency is entered through the Charge Tables themselves Community Setup AR amp Owner Setup Recurring Charges can have these Frequencies M Monthly B Bi Monthly every other month Q Quarterly S Semi Annually A Annually Charge Description This is actually the Charge Category Description It is entered in each Charge Table when a Recurring Charge is setup Where there are multiple Charge Categories in a Charge Table it should describe something that would identify this Charge Category Example 2 Bedroom 2 Bath or Pa Monticello model Amount The Amount of the Recurring Charge that should be charged to this owner The Amount is from the Charge Table but may be a calculated amount depending on the charge method selected when the Charge Table was setup Debit If the owner has elected to pay this Recurring Charge by Direct Debit then make sure there is a checkmark in this column next to each Recurring Charge to be paid by Direct Debit Separately you must enter the owner s bank info under the Flags button on the Owner Maintain screen to complete the setup of paying for a Recurring Charge by Direct Debit Screen Navigation A 41 Dl Use the Arrow butt
11. CCR Last Inspection Date CCR Last Insp Date CCR Photo Image CCR Record s Image CCR Current Action Date CCR Current Action Date CCR Current Action Description CCR Current Action Description CCR Last Action Date CCR Last Action Date CCR Last Action Description CCR Last Action Description CCR Violation Fee CCR Violation Fee CCR Code and Description CCR Code and Description CCR Article Cited CCR Article Cited CCR Days Level 1 CCR Days Lvl1 CCR Days Level 2 CCR Days Lvl2 CCR Days Level 3 CCR Days LvI3 CCR Days Level 4 CCR Days Lvl4 CCR Days Level 5 CCR Days LvI5 CCR Days Level 6 CCR Days LvI6 CCR Days Level 7 CCR Days LvI7 CCR Days Level 8 CCR Days LvI8 CCR Days Level 9 CCR Days LvI9 CCR Days Level 10 CCR Days Lvl10 Outstanding CCR Violations ALL Open List all open violations Outstanding CCR Violations ALL 169 Misc Fields These Merge Codes let you format dates in Form Letters Misc Merge Codes Merge Codes a Date Full Date MM DD YY Date MM DD YYYY Month Number Year Description Merge code Sample Date Full Date Full May 15 2009 Date MM DD YY Date MM DD YYYY 05 15 09 Date MM DD YYYY Date MM DD YY 05 15 2009 Da
12. Select the owner record you wish to delete Maintain Owner lt OD Maintain owners XX Sample Condominium r r j i r i Id gt p Felt 2 8 a r Add Property History Charges Letters Notes Hast Flags ques CCR Mik Ord Print Select PropertyF4 Browse Multiple Owners Account F3 12200 Lot Unit FB 12200 Record Type Owner o0 Street 12200 Supreme Court Status Street Address F2 Name Search F5 DAUE 0 hoe ho Select Owner Collection B l F Hold Action Owner lack amp Jill Todd TODD D Settled Date 06 2802 Move Out 2nd Owner Alt Mailing Addr Contact Info Aireses 4 Home Work Alt 301 555 6789 201 999 8876 Address 2 Unlisted Unlisted I Unlisted City Fax Disable Web Interface State Zip Code Carrier M Use Alt Foreign Addr 2nd Alt Addr Mort co o00 Owner 1 of 1 for this home Notice the Delete button at the bottom of the screen 4 ee Click the Delete button to proceed with deleting this owner completely from this community The home will still be there just the owner record will be deleted 77 As a Safeguard you will see this confirming message SY TOPS MESSAGE J OK to delete the owner e You must click Yes to proceed Once you click Yes the owner will be deleted permanently Again you CANNOT delete an owner where payment histories exist You can only delete an owner where
13. e QOwnerName Inserts the Owner s Name into the email body e PropertyAddress Inserts the Owner s Street Address into the email body These merge codes only work in the Body of the email not the Subject line 4 j a x or Click the Next button to proceed with the email options selected t 1 ey A Click the Back button to go back to the previous screen where you can change options if needed Any options selected on this screen will be saved when you return to this screen Fa m bas it Click the Exit button to exit from the Mailings program without proceeding Select Recipients Whether you are printing Mailing Labels or Emailing owners you must select the Recipients of the mailing Once you click the Next button you will see the screen for selecting the Recipients of the Mailing Select Recipients 123 Mailings for XX Sample Condominium Select the Recipients of this Mailing Order By Select Recipients Process For Account Include All Homes On Site Owners Off Site Owners C Renters Tenants C Developers C Consolidate Group Owners FEE Select Recipients Mark as Billable yi nani Back Next Exit 2 Logged on as User Jim Smith PELE ELL LL This screen helps you control the order in which labels print and which owners have labels printed Order By Select the print order that best suits your
14. seesessessessosoesessossesoessesoesoesessossesoessesoesoesessosseseossesoessesoesoesessossesoossesoesosssssoeseses 103 PRENT OMN R R POR TO e n a A AEF 105 Selecting Report Options sie d inore ieee a EE EEE ELE RE EE SAE EE ELE Ea e ra teeth 105 Select Prf Op OE a a a a a E a a E O O EEE Eea 107 Special Report ODPtions sirsiran aeie pier aer rda S eapo aria cbegedeseseyeasesbiedasees sseasesdegeusaneevsaeead 109 MAILINGS sscsscssscssssssesocssbasscnscssesisstsvonssonscedscnasanedepeiensdenadcosocassuscdasdenscsesesseabasonesceaseccssbescsooedesesoesscetsessnenedcecsenteonadens 114 SDAA NEI EO A D V E E A E E E E E 114 MAENG TWABEES l a a a Rul athe thee eed 116 EMAW OPTIONS 32 onena a e a RERE ae gi ere Rn ae Ene Eea S 120 SELECT rA EKE ed I DINH EE E A AR E trend Mee E 123 MATEINGS TASE REV n ec nL ce a 126 EXPORT MALING LABEL PILE icc 46h set SrA ea niheniaal a eek WE ia ne oe Aeon AS 129 FORM LETTERS sis viccesseseasieteccsseatcasosesteessdestesssseesecovnsseteccncsadsdsoctnsenscetnenssensssueioedesodsestesanstaseesosenscdessesaneceseeseseosaeses 133 MAINTAIN LETTERS s E EE E Siig lake ty aii E E anion ceeds 134 MERGE CODE OVER VIEW iz 8 st20h tis Hest ne HA AeA ee eh ne ie nein 135 ADD D A M B E e OPES E T cs A tsbe siete beatae Settee Atle eevee et medes ties Aebeea ase ead ahet tig 136 WORKING WITH MERGE CODEG cc cccesssscecssssececssscecesssececsessececseseeceesaeeecsesaececseaaececseeecsesuesecsesaeeseseasecseseseesenaes 148 AVAILABLE
15. 2nd At Addr E Mail Maintain View Send se co BA lee FF o OCancel Dowie K Close wner o This is the area used to select the home and owner Selecting the home and owner works the same way throughout TOPS We ll cover each available method in turn Account Select the home at the upper left part of the Owner Maintain screen If using Account to select the home make sure the cursor is positioned in the Account selection box Account F3 l Type account number or click Browse to select the account number for the home Alternatively you may use the F3 special function key at the top of your keyboard 46 If you use the Browse x button you will see the owner browse screen Account Browse OD Browse Account General Jeg Account Owner Name Ray amp Nancy Simon 200 Jennifer Lance 300 Jeff Stevens 400 Jenny Craig 500 Bill Smith 600 Warren Carter 700 George Berube 800 Jimmy amp Jane Bow 810 Mary Jones 820 Gil amp Gail Down 830 Mel Bens 2 OK cancel Use the mouse to double click on the owner record you wish or click to highlight the owner and then click OK Lot Unit Select the home at the upper left part of the Owner Maintain screen If using Lot Unit to select the home make sure the cursor is positioned in the Lot Unit selection box Lot Unit F6 Type Lot Unit or click Browse to select the account number for
16. Export Mailing Label File below for more information on this option Email Recipients If your job included just sending Emails to owners you will see the Email Recipients where it lists the owners who will receive the email from the community Email Recipients 128 Mailings for XX Sample Condominium Mailings Task Review Labels Preview Email Recipients 4 single owner may have multiple email addresses setup to receive emails oO Include Last Name Name Email Address sN BENS Mel Bens BERUBE BOND BOWL CARTER craic bown GARNER HULL Henry Hull Jones Dib amp Betty Jones Jones LANCE SCORE STAN getthebens aol com George Berube berubehockey tnet com fisme Bond jbond msn net immy amp Jane Bowl lsmimyjanctionl conicast com warren Carter carterpills aol com Jenny Craig Gil amp Gail Down jennyloss comcast net Gsquared gmail com Nancy Garner nancyg 212software com HENRYHULLSS YAHOO COM DibBetJones aol com Mary Jones hasaan Jennifer Lance lancelot tidewater com EUPUKSPAKSPAKS PO CSPIKS A CSPAKS ECS UCSPICS A Herb Score whatsthescore gmail com Daw amp Raney Siman cimancanMianl cam w Mark as Billable i Back Process Exit E amp Mailings Task Ready 2 Logged on as User Jim Smith This shows a list of the owners who have Opted In to receive email from the community Notice you can uncheck owners if yo
17. Foreign Addr 2nd Alt Addr E Mail Maintain View Send Select the first home amp owner where you wish to enter a Building Section Phase number Once you have selected a home amp owner you are ready to click on the Property button Maintain Owner 85 X OD Maintain owners XX Sample Condominium BAR m Select PropertyF4 Browse Multiple Owners Account F3 600 Phot j Record Type i Owner 001 Select F7 600 Easy Street Status Street Address F2 Name Search F5 Balance oo Naas ho Select Owner Collection a 7 Hold Action ososss moveow Owner Warren Carter CARTER Settled Date 2nd Owner r Alt Mailing Addr Contact Info Home Work Alt Address 1 301 887 1133 Address 2 IF Unlisted F Unlisted I Unlisted Ta zg a p Fax IV Disable Web Interface Foreign Addr 2nd Alt Addr E Mail Maintain View Send a bA B o Oconcel Bote K cose wener oO Notice the Property button Click on the Property button Property The Property Info looks like this Property Info lt OD Maintain Property I lt ppl 2 Record 7 Account 600 Lot Unit 600 Street Address 600 Street Name Easy Street Unit ID an Here you will enter any additonal praperty informa Lot Block Section 52 Block 4 Section 1 TE X Group ima 5 1 300 G L Cost Center
18. The Merge Code browser will pop up so you can select the Merge Code to insert Merge Codes Date MM DD YYYY Day Full Month Full Day Number Month Number Year Management Name Management Contact Management Complete Address Management Address Line Management Address Line 2 Management City Management State Management Lis Management Phone 1 Double click on the Merge Code you wish to insert it into the Form Letter See Add Form Letter below for more details on Merge Codes in Form Letters Image click this menu choice to insert a picture or image at the cursor position in the form letter A standard Windows browse screen will open so you can select the picture or image Font Character click this menu choice to insert a new font at the cursor position in the form letter The Font Character browser will pop up so you can select the Font Character to insert X Character Picker Oo a a o a0 ELEERI z el ele ERE Pal Fekk ikee Perei PFE ARIA TACA ILII a i etate te tetetete tele te late ao i J as Tr Emr i a A EJES lele i le Double click on the Character you wish to insert it into the Form Letter Tables Tables are a great way to organize data into orderly rows and columns When you 142 click Tables you will see this drop down menu Insert Table Row gt Column gt Table Options Insert Table click this
19. 1 Address 2 City State Zip l 4 ContAct Info Work Home Fax Cell Es es eee Title Term Expires EP Enail dh Aid PB o OCancel W close You must browse the Officers in the class to select the one to delete To do this click the down browse arrow It will open up the Officer selection screen 181 You will see the Select Officer screen Select Officer Record X OD View Officer members b BAR Officers Mary Jones Jenny Craig Sarah Barnes Christine Whitman x PB ox Danced Double click on the Officer you wish to delete or single click to highlight the Officer and then click the OK button The Officer record you selected will be displayed Officer Record lt OD Maintain Officers XX Sample Condominium 4 lt gt Dil Officer Catg fi Board Memfers Officer Info Officer rs Browse Owners Officer Name Phristine Whitman Sort Name fAHITMAN Property Addr 112204 Supreme Court Mailing Address Address 1 12204 Supyeme Court Address 2 City j State MD Zip 20888 2 fi 212 Contact Info of rs VW Home Fax Cell Phone s 703 183 1111 fo 333 1245 E Mail Title Member at Large Term Expires November 2008 B x cancel T Notice the Delete button at the top of the screen Click this button to delete the Officer record displayed on the screen 182 As a safeguard you will see this confirming message displayed on the
20. 1212 fat 0 555 1111 V Deling Notice V Mailing Label Homes in Owner Group Add Home 300 Easy Street 300 300 4 4 gt gt F2 Update Group Owner Info i ox Beano P paee Koos Click OK to exit Screen Navigation I lt gt gt I Use the Arrow buttons to move from group to group within the community staying on the Group Owner Maintain screen or jump to the LAST FIRST Group The arrow navigation can be handy when you want to review change Groups Q The OK button saves any changes to Group Owner The screen will clear and you will be on a blank Group Owner screen Cancel The Cancel button scratches any changes made to the Group Owner showing on the screen A Delete The Delete button will permanently erase the Group Owner displayed on the screen Q Close WEE The Close button will exit you back to the Owner Database Menu 195 Delete Owner Group When you delete a Group Owner it removes the link between the Group and the homes in the Group This does not delete the homes from the community it merely removes the master Group Owner record that links all the homes in the Group together After deleting a Group you can no longer maintain the owner information for the homes in the Group through Group Owners you must then maintain the owner information for each home individually Make sure you want to delete the Group Owner before you proceed To mai
21. Classifications you defined If you entered Officers into this Class they will be deleted as well TRE Once Officer Classes are defined you are ready to add Officer records into them 177 Add New Officer Once you have defined the Officer Classifications you are ready to enter the Officers information into them Follow these steps to Add a New Officer Start at the Select Class screen l Select Officer Class OD Officers for comm um Ps Select Classification Officer Categories Committee Chairs zi To add a new officer into a class simply double click on the name of the class You will see a blank screen for adding an Officer Add Officer Record lt OD Maintain Officers XX Sample Condominium ld 4 gt gt i 2 9 48 Pri Reports Labels Officer Catg i Board of Directors Officer Info Officer Name el Siae pma Property adr Mailing Address Address 1 Address 2 City State Zip Contact Info Work Home Fax Cell Phone s 7 lt 4 E Mail e a ee el Title D T ee Term Expires O g EP Enail ZB o Ocencel K Close You must click the Add button in order to add a new Officer Record Gh aad Click the Add button to add a new Officer record 178 You will see a blank screen for adding an Officer Add Officer Record OD Maintain Officers XX Sample Condominium
22. Contact Info Address1 13110 Eaton Street Home Hor Thet 714 2225555 Address 2 M Unlisted F Unlisted T Unlisted o3 Chicago Fax Disable Web Interface ax sable Vvel ertacer State fi Zip Code 33332 Carrier V Use At Foreign Addr 2nd Alt Addr E Mail Maintain View Send Mort Co 000 i W o Bcancel O verere 2 ciose Owner 2 of 2 forthishome Like any Owner Record you can change any of the information on file for a secondary owner or previous owner For more information on Multiple Owners see the sections titled Husband amp Wife Previous Owners Add Renters Add Owners 53 Husband amp Wife Because a Husband and Wife is the most common situation for multiple owners of a home we ll cover the recommended way to handle them Current Owners Husband amp Wife We recommend entering both the husband and wife names in the first owner name field like this Owner Gil amp Gail Down DOWN 2nd Owner If the spouse has a different last name the 2 Owner field can be used Separate Owners If 2 separate owners own the home they can be entered like this Owner Mel Bens BENS 2nd Owner Donna James JAMES If each owner has a different mailing address then you would need to add a new owner record on a new owner screen to enter the 2 4 owner record with a different mailing address 54 Previous Owners TOPS will track multiple Previ
23. Deancel Dota HK Close Owner 1 of 1 fr this home Click on the Flags button You will see the Owner Flags for the owner you selected Owner BAN lt OD Owner Options MAZ Unit ID 400 Owner Jenny Craig Control Flags jv Accelerated Assessment wi Hold Delinquency Notice Hold Payment V Bils Statements yw Mailing Labels we V Special Forms Birect Dabi A check mark here means this owner gets any Form Letters or Special Forms for this home Where there are multiple owners you can pick and choose which ones get these mailings from the community 99 Direct Debit Flag TOPS has the ability to handle Direct Debit as a method for Owners to pay recurring fees like the Maintenance Fee TOPS will actually generate the required NACHA formatted file ready for you to upload to our bank Direct Debit processing is done through the Global gt Direct Debit module however the bank information for the homeowners must be entered through the Maintain Owners function To activate Direct Debit as the method of paying Maintenance Fees and Assessments you must turn on this function for the homeowner and enter the bank information You will need a copy of a check from the owner to enter this information correctly To check or change this setting do the following Select Maintain from the Owner Database menu You will see the Maintain Owner screen Maintain Ow
24. Due C4 Charge Table Name C4 Charge Name C4 Charge Description C4 Charge DESC C4 Charge Table Amount C4 Charge Amt C4 Late Fee Charge C4 Late Fee Amt C5 Balance Due C5 Balance Due C5 Charge Table Name C5 Charge Name C5 Charge Description C5 Charge DESC C5 Charge Table Amount C5 Charge Amt C5 Late Fee Charge C5 Late Fee Amt C6 Balance Due C6 Balance Due C6 Charge Table Name C6 Charge Name C6 Charge Description C6 Charge DESC C6 Charge Table Amount C6 Charge Amt C6 Late Fee Charge C6 Late Fee Amt C7 Balance Due C7 Balance Due C7 Charge Table Name C7 Charge Name C7 Charge Description C7 Charge DESC C7 Charge Table Amount C7 Charge Amt C7 Late Fee Charge C7 Late Fee Amt C8 Balance Due C8 Balance Due 162 C8 Charge Table Name C8 Charge Name C8 Charge Description C8 Charge DESC C8 Charge Table Amount C8 Charge Amt C8 Late Fee Charge C8 Late Fee Amt C9 Balance Due C9 Balance Due C9 Charge Table Name C9 Charge Name C9 Charge Description C9 Charge DESC C9 Charge Table Amount C9 Charge Amt C9 Late Fee Charge C9 Late Fee Amt 163 Other Charges These Merge Codes pull information from the Misc Charges Table Misc Charges Tab
25. Joey Home 300 Add New Owner screen 3 of S _ _ _ All fields in red are required q Back nest D Ocancel Owners Setup r Here you will enter the owner s information Classification Renter Sort Name Renter s Name Fred Metz memz 2nd Name H BA Alternate Addr E p ciy v stig ode J carl 7 Use Alternate Address J 2nd Alternate Address Lease Start 03 01 06 Lease End 02 28 06 Phone 301 555 1212 Unlisted Work O f Unista Alt O f nist Fax rs Once you have completed entering the Renter s information click the Next button You will see the Add Owner Record confirmation screen Confirmation 58 New Owner Info You have added new Property and Owner information for Address 300 Easy Street Account 300 Lot Unit 20 Owner Fred Mertz 2nd Owner Alt Addr Add New Owner screen 5of5 This confirms the completion of adding the Renter record If everything looks OK click the Finish button to exit from the confirmation screen If you need to make corrections click the Back button 59 Collection Action Taking Collection Action is usually done through the Accounts Receivable AR module Under the AR module there is an automated system for finding delinquent owners and sending the appropriate letters and notices But sometimes you need to manually freeze the Collection Act
26. Letters create letter templates or special forms with mail merge capabilities to send to owners either printed letters or e mailed e Officers setup and maintain Community Officers and committees Print reports and mailing labels E mail officers here as well e Group Owners owners who own more than one home in the community Generate consolidated bills and labels for Owner Groups e Mortgage Companies set up and maintain Mortgage Companies for tracking e Pool Pass track facility memberships and print passes This is an option which must be purchased separately it is not included with Owner Database in the basic cost of the software e Control Info maintain general community information such as return address for bills and coupons location of the community etc Owner Toolbar Here is the typical Maintain Owner screen Maintain Owner lt OD Maintain owners XX Condominium Select PropertyF4 Browse EEE Owners Account F3 hLot Unit F6 s Record Type E E Street Status Street Address F2 Name Search F5 Balence Ree ia Select Owner Collection i l F Hold Action ai zi oane o Settled Date Move Out 2nd Owner Alt Mailing Addr Contact Info Kiacons A Home Work 2 Address 2 M Unlisted F Unlisted F Unlisted City Fax Disable Web Interface State Zip Code J Carrier Use At I Foreign Addr 2nd Alt Addr E
27. MERGE CODES sez siz sc iene np p e e a cogs cated Mecenesticeaersstvod aia eaea pei eiie 153 Management Company Moea r ake Bos E Ea eE Na A EENE pE E E A a deh ans eae ee 153 COMMUNITY Facts heeten ea EEEE EAE EE evade EE EEEE EA A S 154 Community Infoen na a e H eben KE ae aE EE a EN eaa E DE ESS 156 OW NOT TIAGO E A E E ess Pa A E E edna elise hed te dete 158 Owner Itemized Balan eS iinr aE AEE E EENE EAEE E A e EEEE EAE Ea 160 Charge Tales a r E A A e UAE R eee 161 Other CRAP gesanten aen ee E E Ea EEEa EEA EEEE E aE opesvasiageasastestacesdcpiecvab otisastanligevtessaeset 164 397121012 RAIE A EAE EEA TE AE A E EEE EA AE E EE EEE E AE ENA E EA 166 O E r D1210 POEET EET EE SEA EE S ESEE AE E EEEE SS 168 MIS CF 1 2 a AEA EEEE REA S A EEE EAEE SEE E EE AE E EO EESE S EEEN 170 OFFICERS ssi csscssissssscsssotsetscssosssa cacoss sons seoseuesevscdestcossodas ents covscasssaseassevesissanesagessuceossasnasogsssadesasoasedessuescuasssessosscoesdeavees 171 VIE W CHANGE OFFICERS E EE A eA ale ie alc eA AAA eats 171 DEFINE OFFICER CLASSIFICATION cccsssccecsssceceessececseseecessccecsessececsssaeeessseeecsensesecsessecsesseeecsenaeeecesaecsestsessenaeees 175 ADD NEW OFFICER E E EEE E E aa ccapcatetacaespinods cateiecsstuiioctetietecseiieaeds Aiea dieheeteas 178 DELETING AN OFFICER ienee ees eE a reer EErEE EREE EERE rAr E VEREK eTEN ea eenceeeatcicesesuiteevettdneesableneeesiieaeetaieagenets 181 DELETING AN OFFICER CLASS EEE E A E ER i he A E 1
28. MOUSE i F 0129102 Move Out 2nd Owner i Alt Mailing Addr Address 1 500 Disney Court oth 407 555 3744 Address 2 M Unlisted F Unlisted F Unlisted o ES Fax C Disable Web Interface ax sable Vvel ertacer State FL Zip Code 33332 Carrier Use Att Foreign Addr 2ng Alt Addr E Mail Maintain View Send mt Co 000 z OK Cancel Delt Q Close Owner 1 of 2 for this home i 3 T Notice the Multiple Owners areas of the Owner Maintain screen Select F7 The Select F7 button only displays when there is more than one Owner Record for a home 52 Once you click the Select F7 button you will see a browse screen showing all the owner records for this home Owner 001 Prev Owner 001 ZB cancel Double Click to select the owner record or single click to highlight and then click the OK button A sample of a Previous Owner record would look like this Previous Owner Record X OD Maintain owners XX ae Condominium ars Select PropertyF4 Browse Multiple Owners Account F3 850 lLot Unite B aso Record Type PrevOwne 001 Select F7 Street 850 Diamond Avenue Status Street Address F2 Name Search F5 Balance oo Notes ail Select Owner Collection E Hold Action fa Hull HULL onne ace lee 2 Settied Date 08 13 99 Move Out 0306 02 2nd Owner Alt Mailing Addr _
29. Mail Maintain View Send A B 4 for this home za ean Bowed K cose Notice the toolbar at the top of the Maintain Owner screen 2 a S A 8 P 7 X Add Property History Charges Letters Notes PSX Flags Outer cor wrk Ord Print Use the toolbar buttons on the Maintain owners screen to access the following information for an owner e Add add an owner to this home or if no home has been selected you can add both a new home and new owner using the Add button e Property Information this is the fixed information about a home regardless of who owns it The fixed information includes the Account Lot Unit Street Address Ownership Percent if condo Legal Description Zip Code and more e History The charge and payment history for this owner This is one of several places you could go to see the owner s account balance e Charges See the Charge Tables setup for this community and activate deactivate recurring charges for this home Letters Use this option to print or email customized letters with the owner s information inserted into it Form Letters are letter templates that use mail merge codes to insert owner specific information into a letter Notes Enter unlimited notes about a home or owner Each note is date and time stamped as you enter it Flex data Customize the data being tracked about the owners using Flex Data You name the field label and define the data t
30. OD Maintain owners XX Sample Condominium j i j j j j j di lt i P gt Pl 8 S o wl a z i Aid Property an COR Wrk Ord Print Select PropertyF4 Browse Multiple Owners History Charges Letters Notes pata Flags puo Account F3 100 BhLot Unit FB 100 i Record Type Owner 001 d Street 100 Easy Street Status Street Address F2 Name Search F5 Balance Collection Select Owner Hold Action Ray amp Nancy Simon SIMON A z a Settled Date 094200 Move Out 2nd Owner Alt Mailing Addr Contact Info Address1 12100 Taft Street home Kok iei 301 555 1212 202 222 3322 301 881 1212 Address 2 z 5 Unlisted F Unlisted F Unlisted City Rockville F 301 667 6899 Disable Web interface ax 667 isable Web Interface State mo Zip Codef 20888 6789 Carrier V Use At Foreign Addr f 2nd Alt Addr E Mail Maintain View Send ef 1 for this hi fF o QCancel Dower Q Close owne or this home Notice the Mortgage Company area of the Maintain Owners screen Click the down browse i to open up a listing of the Mortgage Companies in this community It will open up the Mortgage Company Browse Browse Mortgage Companies 202 Town amp Country Mortgage EZ Time Mortgage Lincoln Mortgage Washinton Durham Mortgage Roosevelt Times Mortgage Banker Trust a PB o Dcarcel Double click to select the Mortgage Company to
31. Options Default City Rockville F Use Apartment State 520888 1212 Section Phase a oe r Preferred Access Legal Description 1 L Block Section C Street Address Legal Description 2 Account Number C Lot Number PF ox Dcancel Notice that Section is now the choice You are ready to use the Section with the homes which will be the next area covered 84 Activating the Section Phase tracking in the Owner Control Info is the first step to using it with the homes We will now cover the steps to make it work with the homes and owners You must imbed the Section Phase into each home to complete the activation Select Maintain from the Owner Database menu You will see the Maintain Owner screen Maintain Owners lt OD Maintain owners XX Sample Condominium MA lq p Pl a aj S a aj r x Add Property History Charges Letters Notes Doa Flags PUNE ccr Wik Ord Print Resale Select PropertyF4 Browse Multiple Owners Account F3 Lot wnitcrey z Record Type ze a Street Status Street Address F2 Name Search F5 Balance hae im Select Owner Collection BE 1p 7 Hold Action ee i Settled Date Move Out 2nd Owner l Alt Mailing Addr r Contact Info Address 1 Address 2 Unlisted F Unlisted T Unlisted City l Fax l Disable Web Interface State l Zip Code J Carrier Use At
32. Simon lt wwwy support topssoft com gt Priority Normal Retum Receipt Reply To Jimd HOAMamt v Mark as Billable Subject Sample Condominium Important Notice Please see attached Report Be Current User Jim Smith EZ New TOPS iMail The Owner s Payment History will be an attachment to this email It is sent in a plain text format which can be opened by any word processor or by Windows Notepad a Print Print Click this button to print the Owner s Payment History report The report will include all charge and payment transactions on file for this owner It is in a simple enough format that you could send it to the owner for them to review QK Close Close Click this button to exit from the Owner s Payment History screen and return to the Owner Maintain screen i 21 Recurring Charges Screen Overview The Recurring Charges that this home is to be charged each period from the Charge Tables Activate or deactivate charges for the home by selecting the Charge Table and then the Charge Category This screen controls what each owner is charged therefore it is important to understand how to the Recurring Charges work for the Owners There can be a total of 10 Recurring Charges Tables within a community Separately there can be a number of Misc Charges which can also be setup to be recurring Depending on the charge method selected when a Charge Table was setup y
33. The City and State for sending payments Phone Number The phone number to appear on Bills Statements and Coupons Zip Code The Zip Code for sending payments The Zip Code can be formatted for the Zip Four Carrier Route if needed Lockbox Address Click the Lockbox Address button to enter a different address that you might be using for payments sent to a bank lockbox You can then select when printing Bills Statements and Coupons which mailing address you wish to use When you click on the Lockbox Address button you will see fields to enter a separate payment address other than the Return Payment Address on the main Owner Control screen Lockbox Address lt OD Lockbox Address Community Name Sample Condominium Address 1 cio First State Bank Address 2 P O Box 111 City Rockville State MD Zip 4 CR 20888 f 212 Required Fields W ox Desc You only need to enter a different Lockbox Address here if you wish to send Bills Coupons and Statements to a bank lockbox but also upon occasion want payments mailed to say your office address You then have the choice of which address to print on Bills Statements and Coupons the Return Payment Address or the Lockbox Address 206 Location of Homes By setting up the default City State and Zip Code where the homes are located in the Owner Control Info you can use it as the default when adding new homes into the community That way
34. active You can enter a Unit or Apartment in this field So if this is a Condominium which uses Unit s or Apartment s as part of the Street Address then this is stored here Example 10400 Bank Street Unit 301 Section Building If you activated Section or Building tracking in the Owner Control Info then the Section or Building depending on which you selected will be active You can enter the Section or Building that this home is part of in this field You can then sort reports based on the Section or Building Legal Description You can track the legal description of the home such as Lot 14 Block Section or Plat Book in this field You don t have to enter anything in this field it can be left blank of not needed The Legal Description name you see displayed on the screen is entered in the Owner Control Info Legal Description 2 A continuation of the Legal Description from Legal Description 1 above You don t have to enter anything in this field it can be left blank of not needed The Legal Description name you see displayed on the screen is entered in the Owner Control Info Group Owner If there are owners that own multiple homes in this community the Group Owner feature will allow you to print consolidated Bills and Statements for the homes You can also eliminate printing duplicate mailing labels for every home owned by the Group Owner The defa
35. amp Marv Clark H SS go Filter lt ALL gt na Checkmark which homes to include in the mailing or use the filter to start typing to narrow your search You can filter by Account Lot Unit or Owner Name Make the selection for which homes to include in this mailing 125 from the options shown above Include Checkmark which owner types to include in the mailing The available owner types are e On Site Owners owners who live in the community e Off Site Owners owners with an Alternate Mailing Address e Renter Tenants e Developers You can check or uncheck any of these owner types to include or exclude from the mailing Consolidate Group If you use the Owner Groups for owners who own more than Owners one home in the community check marking this option will give you one mailing label for all the homes that are part of an Owner Group If you do not check mark this option then mailing labels will be printed for every home whether part of an Owner Group or not Click the Next button to proceed with the mailing options selected Click the Back button to go back to the previous screen where you can change options if needed Any options selected on this screen will be saved when you return to this screen Click the Exit button to exit from the Mailings program without proceeding Fi Ft Exit Mailings Task Review The final screen where you can verify your
36. automatically Contact Info The Contact Info is where you can enter phone numbers and the e mail address s for this owner It looks like this Contact Info Home Work Alt 301 555 1212 202 222 3322 301 881 1212 M Unlisted F Unlisted Unlisted Fax 301 667 5899 Disable Web Interface E Mail Maintain View Send Home Enter the home phone number for the owner if known Work Enter the work phone number for the owner if known Alt Enter an alternate work or home number if known Fax Enter a fax phone number if known Disable Web Interface Checkmark this box if the community has a TOPS Community Web Site and this owner does NOT want their contact information displayed on the web site E Mail Here you can show existing e mail addresses for this owner You can change or add new addresses from the Maintain screen Once setup you then have the option to e mail the owner certain information elsewhere in TOPS as described in the Owner Communications E Mail section below Owner Communications E Mail Maintain If you clicked the Maintain e mail button you will see the owner e mail screen Owner E Mails T Owner Email Addresses Ray amp Nancy Simon Current Owner Account 100 100 Easy Street Lot Unit 100 This Person Has Opted In to Receive Email K KI D PI Primary General Letters amp Bills amp Email Mailings Notices Statements www
37. can be Alternate Mailing Address If the owner does not live at the home within the community or wants mail sent to another address enter maintain the address here If the owner lives at the home and wants community mail sent to the home leave the Alternate Address fields blank Each owner record can have up to 2 alternate mailing addresses Additionally the alternate mailing address can be formatted to accommodate foreign addresses If the Use Alt Check box is selected the alternate mailing address is used for mailing labels correspondence and bills for the owner Alternate Mailing Addresses are stored in the owner record like this Owner Maintain lt OD Maintain owners XX Sample Condominium di Di p 2 2 S 9 B 2 ee R dd Property History Charges Letters Notes ats Flags paue CCR Wrk Ord Print Select PropertyF4 Browse Multiple Owners Account F3 100 Lot Unit F6 100 Record Type Owner o0 Street 100 Easy Street Status Street Address F2 Name Search F5 Hance 00 see no Select Owner Collection l Hold Action Ray amp Nancy Simon SIMON Prepregy Sea z Settled Date 094200 Move Out 2nd Owner Alt Mailing Addr Contact Info 42100 Taft Street Hone Kok a 301 555 1212 202 222 3322 301 881 1212 Unlisted Unlisted Unlisted So Sta 301 667 6699 Disable Web Interface State MD Zip Code 20888 6789 Carrier bys IV Use Alt Foreign Addr 2nd
38. can open a window to see any Work Orders on file for a home This would only show Work Orders for jobs involving this home not common area Work Orders You can open a Work Order view the details make changes or even add a new Work Order for the home You must own the Work Order Module an optional module in TOPS in order to use this function on the Owner Maintain screen If you do not own the Work Order Module the Work Order button will be grayed out and will not do anything if clicked W Click the Work Order button to see any Work Orders for this home You must own the Work Order Module an optional module in order Wure Ord to see the Work Orders for this home The Work Order screen looks like this Owner Work Orders lt WO Search Work Orders by Home Search Address 100 Easy Street Show All Work Orders C Show OPEN Work Orders C Show CLOSED Work Orders Summary Created Closed Roof needs repair from storm 03 17 2007 YES Fix Pothole in driveway 07 28 2007 YES If there are any Work Orders entered in the Work Order Module for this home they will be displayed Notice that you can add new Work Orders Delete Work Orders or open any of the existing Work Orders to view maintain them For more information about working with Work Orders see the manual section for the Work Order Module Click the Exit button when you wish to return to the Owner Maintain screen 41 Pr
39. canos Normally with the Officers Report you would want to print it so you would probably want the default selection of Printer rin Click the Print button to proceed with printing the Report You will then see the normal Windows printer selection screen so you can direct the print job wherever you wish can cl Click the Cancel button to exit from printing the Officers Report This completes the instructions for printing and Officers Report 188 Officer Mailing Labels You can print mailing labels for Officers to assist when mailing things to the Officers such as reports and financial statements Labels can be printed on many popular Avery labels types Further you have the option to create an Officer export file that could be used with another software application Global Officer Mailing Labels can also be printed on the Global Functions menu This allows for printing Officer Mailing Labels for more than one community at a time See the Global Function manual sections for instructions on printing Officer Labels for more than one community To print Mailing Labels you must first select an Officer Classification It doesn t matter which Class you select you will have the option to print Mailing Labels for all Classes later Start at the Select Officer Class then select ANY Class Select Officer Class lt OD Officers for comm Select Classification Officer Categories Committe
40. days or more past due im payment of the Assessments owed to Commmmity Name The total due as of the above date is TOT AMT DUE A Late Notice was sent to you previously in case you had overlooked making payment to the Community Now we must request that you make immediate payment of the above amount The Community s legal documents Declaration of Covenants which you vanous legal means including filing a Lien agaist your home We do not wish to take collection action but your continued delay in paying the Assessment may force us to do so Tf there is a reason that you are withholding payment or if you are experiencing some financial hardship please contact our office above to discuss the matter If you do not make immediate payment or contact our office to discuss the matter we will follow the collection procedure approved by Community Name We urge you to make full payment immediately or contact this office to avoid further collection action Sincerely Agent for Community Name 151 Collection Letter Printed Sample Condominium 20010 Diamond Drive Rockville MD 20888 1212 301 555 1212 FIRST WARNING LETTER June 29 2009 11500 E Lake Drive Chicago IL 60105 Re 400 Easy Street Dear Jenny Craig According to our records you are now thirty days or more past due in payment of the Assessments owed to Sample Condominium The total due as of the above date is 190 00 A Late Notice was sent t
41. displayed like this Owner Payment History X OD Maintain owners XX Sample Condominium Unit ID 100 Status 30 Second Warning Ray amp Hancy Simon Start Date oo 00 00 a SS NS SY WW Special Assess 50 00 2190 010407 A1 Maintenance Fee 90 00 0 00 C1 Special Assess 50 00 APPLY CHARGES 4 amp 1 Maintenance Fee 90 00 90 00 C1 Special Assess 50 00 140 00 2203 020307 Al Maintenance Fee 90 00 o oo C1 Special Assess 50 00 APPLY CHARGES A1 Maintenance Fee 90 00 90 00 2216 030207 Al Maintenance Fee 90 00 0 00 APPLY CHARGES 41 Maintenance Fee 90 00 90 00 2233 040307 Al Maintenance Fee 90 00 0 00 x ey i Print Y Close We will discuss each data field displayed on this screen Data Fields Unit ID Depending on the defaults for this community the Account Lot Unit or Street Address of the home will be displayed so you are reminded which home is being displayed Also the Owners Name is displayed below the Unit ID Status If this owner has a balance due and has been picked up by the TOPS automated collection system the step of the collection action will be displayed next to the Status heading Start Date The Owner History display will always show the LAST most recent transaction for the owner If there are several years of charge and payment history you can enter the Start Date here so it displays the transactions from this date FORWARD Date The Date of each transaction in the Owner Pay
42. in the Owner Control Info This Zip Code will automatically be entered here but if you need to change it overtype the default with the correct Zip Code for this home This can be handy if there is more than one Zip Code for the homes in your community Next D gt After entering the information for the new home on the gud screen click the Next button to proceed with adding the owner information Next you will see the screen for adding the new owner Add Owner Record 12 OD Maintain owners XX Sample Condominium Joe Owners Setup Here you will enter the owner s information Sort Name Owner s Name ae 2nd Name Te o i Alternate Addr e cy lf State Zipcode Carrier Use Alternate Address J 2nd Alternate Address Settlemnt Date Move Out Phone Unlisted Work Unlisted Alt Unlisted Fax n Add New Owner screen 3of5 eae All fields in red are required Q Back Next D Banoe We ll discuss the key information that needs to be entered Owners Name Enter the name of the owner the way you want to address them in correspondence or on bills statements The Owners Name is required Sort Name Enter the owner s Last Name The Sort Name is required to do name searches and also for sorting alphabetically on reports Alternate Address If this owner has an Alternate Mailing Address enter it here so you can send correspond
43. inches Height 49 09 inches Divide page into g sections Print multiple forms on one page Dot Matrix adjust g lines Reset Page Indentions OK Cancel Similar to other word processors you can set your form size and margins But there are some unique things on the above screen that you need to understand 140 Print multiple f SLOE es Click this option if you want to create a template that has multiple forms on a page like the Late Notice example shown above You can then use this further option to specify how many forms are on a page Divide page into lo sections Typically you would divide the page into 2 or 3 sections in order to have enough room for the verbiage and the Merge Codes that customize the form for each owner Exit click this menu choice to exit from the Form Letter program As an alternative you can also click on the amp box at the top right corner of the screen to exit from Form Letter Edit When you click on Edit you will see this drop down menu Undo Ctrl Z Redo Ctrl Cut Ctrl x Copy Ctrl C Paste Ctrl Select All Ctrl 4 Check Spelling verify Merge Codes Undo click this menu choice to roll back the Form Letter template to the way it was before the last action or keystroke Redo click this menu choice after clicking Undo to restore an erased last action or keystroke Cut click this menu choice after highlighting a letter word sentenc
44. job depends on whether you are just printing Mailing Labels sending Emails or doing a combination Depending on the mailings job when you click Next you will go to one or the other Preview screens We will cover each Preview screen so you understand the information it shows Labels and Email If your mailings job included BOTH Mailing Labels and Emails you will go to the Mailings Task Review screen where you can see the pending job Mailings Task Review 126 vy Mailings for XX Sample Condominium BAR Mailings Task Review Labels Preview Email Recipients amp Print Mailing Labels amp Send Emails Labels to Print 15 Emails to Send 17 Description Print Mailing Labels amp Send Emails 6 28 2011 5 01 PM This Mailings Task is Billable Label Settings Print Order Account Paper Type Mailing Labels Select Paper Avery 5160 1 x 25 8 Starting Row 1 Starting Column 1 Include Second Owner Names S E Email Settings Subject Sample Condominium Important Notice Reply To HOAMGMT topssoft com Return Receipt False Priority Normal S Selection Settings On Site Owners Off Site Owners o gt Additional Filters oO ata stis AM amp Mailings Task Ready Mark as Billable amp Logged on as User Jim Smith CETT Here you can review the details of the Mailings job to make sure it is correct before final processing Notice the screen shows th
45. module If done correctly in the Add Waive using the AC Charge Code the Accelerated Assessment flag will automatically be checked in the Maintain Owners under the owner Flags The Accelerated Assessments is a self maintaining system meaning you typically do NOT need to either checkmark or uncheck this box in the owner Flags TOPS Professional will take care of everything for you Accelerated Assessments are covering in more detail in the Accounts Receivable manual We ll just explain here how you can see if the Accelerated Assessments flag is active or not through the Owner Maintain owner Flags You will see the Maintain Owner screen Maintain Owners 91 lt OD Maintain owners XX lt Condominium a Select Propertyr4 Browse T Multiple Owners Account F3 i AUnit F6 j Record Type ai m Street Status Street Address F2 Name Search F5 Balance a E E Bans ie Select Owner Collection ae l I Hold Action owner A G i M Out 2nd Owner D I Settled Date love l J 1 Alt Mailing Addr Contact Info Address 1 j e TE Address 2 i 7 Unlisted F Unlisted F Unlisted City Fax Disable Web Interface State Zip Code J Carrier Use Att I Foreign Addr 2nd Alt Addr E Mail Maintain View Send A a 2 for this home 2 o canoe Dosa Rove Select the first home where you wish to check if Accelerated As
46. of the report SY TOPS MESSAGE 2 j Mark Delinquent Owners D Click Yes to have this option Group Owner Report Select Group Order Select from one of two possible orders for printing the report Select Order lt f OD Group Owner Re By Group Name Print Detail ZW x Dcancel 111 Select either e Group Number e Group Name alphabetic Click OK to proceed Settled Property Report Settlement Dates Enter up to 12 dates to have the system give you a count of the settled homes on each of the dates Settled Property Report S OD Settled Prop Report DAR This program will produce a summary report showing the number of settled homes in this community as the Cut off Dates entered below Press ENTER on a blank date to terminate Cut off Date input and begin processing d Print Oconee Enter only those dates you wish In a growing community this is handy for checking whether the correct amounts were paid for management fees trash pickup etc Click Print to proceed Resale Report Resale Report Select the option the system will use to find and list the resales Resale Dates f OD Resale R DER Settlement Date Date Ranges From To e Prr cancel 112 Find the homes where there have been resales based on either e Processing Date the Date the resale was actually performed in TOPS e Settlement Date the Date
47. on TOPS iMail and why you need it Communication History Regardless of whether mailing labels are printed or owners are sent emails from the Mailings screen the owner communication history is updated for every type of mailing you do here You can mark each mailing as Bill to Community then print a report for a range of dates that summarizes the mailings done in a community so you can easily recover your expenses The options for Mailings are designed to let you easily create emails to owners who have opted in or print mailing labels where needed This gives you control over your delivery method and also your postage and supplies expense Follow these instructions to do Mailings Click the Mailing Labels tab on the Owner Database menu Select Labels or Email You will see the Owner Mailing Labels menu Define Mailing Options 114 Mailings for XX Sample Condominium What would you like to do _ Print Mailing Labels Print Mailing Labels Envelopes or Export Labels to a file O Send Emails Send personalized emails with attachments to individuals in the Community that have opted in to receive emails ia Print Mailing Labels amp Send Emails Send personalized emails with attachments to individuals in the Community that have opted in to receive emails In addition labels may be printed For individuals that have opted out and do not wish to receive emails Job Descri
48. owner if needed You can select whether to include this second owner record for correspondence and bill statements through the checkboxes on the Owner Flags screen for this owner record Settlement Date Enter the date the home was purchased if known You may leave this blank Move Out Date This is filled in automatically when the home is sold Leave it BLANK for now unless you are entering a Renter Record in which case the field name will display Lease End Date Contact Info Enter the Owner s phone s and e mail if known A completed second Owner Record might look like this New Owner Record 67 Add New Owner screen 3 of S All fields in red are required Owners Setup Here you will enter the owner s information Classification owner Sort Name Owner s Name James Bond BOND 2nd Name Alternate Addr 21300 Brink Parkway Use Alternate Address 2nd Alternate Address Settlemnt Date 03 16 02 Move Out Phone 301 555 1212 Unlisted Work 202 666 1212 J Unlisted Alt O f unte Fax button Once you have completed entering the Owner s information click the Next You will see the Add Owner Record confirmation screen Add New Owner screen 5 of S Confirmation New Owner Info You have added new Property and Owner information for Address 300 Easy Street Account 300 Lot Unit 300 Owner 2nd Owner
49. record General Mailings The default e mail address to use for general communications such as the one to be used in place of a printed mailing label An example might be a mailing announcing the pool hours for the summer Letters amp Notices The default e mail address for sending official notifications like ones required in the community s legal documents If you wish to use e mail to send letters Delinquency Letters and Violation Letters would be sent to this e mail address Likewise it could be used for sending notification about the annual meeting or annual budgets Bills amp Statements The default e mail address to use for e mailing Bills amp Statements to an owner This gives you an easy low cost way to send Bills amp Statements to owners Whenever you do a mass e mail you have the option to select any of the above 3 e mail addresses to use for that particular e mail So you always have complete control over which e mail address to use for each mailing Likewise a complete Communication History is kept for each owner so you have a record of what was sent showing the date time description and whether it was printed or e mailed Click the Add New button to add another e mail address for this owner You will be positioned at the first available line where you can enter the e mail address and check which types of communications are e mailed to this address Click to highlight the e mail address you
50. report Select from 105 Include V Current Owner Previous Owner l Resident Tenant V Developer Notice the Current Owner and Developer are the pre selected choices for most reports You can accept this default or click to check or uncheck the Owner Types to include on the report Print For You have the option to print the report for the entire community or selected portions of the community Choices are Print for All Homes Range of Homes C Section Building Click to select the portions of the community to print this report for e All Homes click this to print a report for the entire community e Range of Homes Select this option to enter a beginning and ending range of homes You can use Account Lot Unit Owner Last Name or the TOPS assigned Property ID It will default to the Preferred Access Method defined in the Owner Control Info X OD Select by the Rang DEAR Starting Property Account 4 Ending Property Account 3 ap Prin Cancel Enter the begging range and ending range Use the down browse arrow l to open up a browser window to help you select the beginning or ending home in the range Then click Print to continue e Section Building You can print a report for individual Sections Phases or Buildings or you can print the report for all Section Buildings with all the homes grouped by Section Building 106 X OD Select Se
51. s 2nd SubTot Example 3rd subtotal of s 3rd SubTot A1 Balance Due 60 00 4th subtotal of s 4th SubTot C1 Balance Due 25 00 Se eee sth SubTal C3 Balance Due 30 00 SURIOTE SITS ASETON Misc Chg 01 6 00 6th subtotal of s 6th SubTot Misc Chg 04 3 85 166 7th subtotal of s 7th SubTot Misc Chg 05 125 00 OTHER CHGS 13 00 8th subtotal of s 8th SubTot TOT ALL SUB 259 85 TOTAL OF SUBTOTALS TOT ALL SUB Totals all the s or all the Subtotal levels 1 8 167 CCR Data These Merge Codes pull information from the CCR Codes and owner CCR Records CCR Codes X CCR Codes for CCR Grele Community Ranch A Update Records Delete J p Peera soris Acn Ipe General CCR Code Default Summary Description mw E Mowing C User Defined Cite CCR Articles Article 8 2 Each Owner of a Lot Shall be responsible for the Maintenance of his Lot and all buildings Residences landscaping or other Improvements situated thereon All grass hedges shrubs vines and plants of Default CCR Detailed Description Use As Defaults For V CCR Records Hand Held Organizers Mow grass ms Ea Action Needed To Resolve Violation Resolve By Use CCR Article as Detailed Description Please maintain your yard EAE Notice BY Level Days Fees Violation Action Template s 1 O 0 00 1s
52. screen Select Officer Record 171 XX Sample Condominium lt OD Maintain Officers lq lt gt gt Add Delete pisite Print Officer Catg 1 Board of Directors r Officer Info Officer Name Sort Name Property Addr r Mailing Address Address 1 Address 2 Ea loty t l J Contact Info PRE fone irae Cell Phone s E Mail Title Ss Term Expires _ E Email dh aaa Bo Bcancel R cose Notice the down browse arrow l Click on this arrow to select from the Officers in this class You will see the Select Officer screen Select Officer lt f OD View Officer members b E Officers Bill Smith Mary Jones Glen Johnson Mary Clark bs B o Oeoncel Double click to select an Officer or highlight them with a single click then click OK The Officer record you selected will be displayed Officer Record 172 lt f OD Maintain Officers XX Sample Condominium ld lt Pl Te Officer Catg fi Board of Directors Officer Info Officer Name pm Smith Sort Name EMTH Property Addr 500 Easy Street Mailing Address Address 1 soo Easy Street Address 2 City Rockville State MD Zip 20888 311 Contact Info z Work Home Fax Cell Phones ossssaaz pozan forres E Mail foilsmith21 peepscom Title Treasurer i s S S S Term Expires November 2009 0 2 C C E Enail B
53. table within the form letter Vertical alignment Click the OK button to save the settings Format When you click Format you will see this drop down menu Alignment gt Fixed Length Field Hide Field Font Font Color Page Setup Alignment click this menu choice set the alignment for a line paragraph or the entire form letter Left Center Right Justified You can highlight a section of the form letter then select the alignment from this drop down menu Fixed Length Field click this menu choice to fix the position of a Merge Code field Since Merge Codes can have data of varying lengths making them a Fixed Length Field lets you control the alignment of the Merge Code data For example if you wish to itemize owner balances in a form letter using individually Merge Codes for each balance due you would want to make them Fixed Length Fields so the dollars and cents line up in a column like this Merge Code w o Fixed Length w Fixed Length FL A1 Balance Due 250 00 250 00 FL Late Fee Due 15 00 15 00 144 GEL Othr Chrg 40 00 _40 00 FL TOT AMT DUE 305 00 305 00 When you make a Merge Code a Fixed Length Field it places and FL in front of the normal Merge Code like this FL Owner s Name Maintenance FL A1 Balance Due FL Mailing Address Line 1 Late Fees FL Late Fee Due FL Mailing Address Line 2 Other FL Othr Chrg FL Mailing City State Zip
54. the home actually sold from one party to another e Date Ranges after making the order selection then enter the beginning and ending dates Only those homes that match the report criteria will be included in the report If you do not use the Owner Resale function on the Maintain Owner screen then this report will not work for you Click Print to proceed 113 Mailings You can either email owners directly here or print mailing labels with a variety of options You can select which owners to print labels for as well as the label type TOPS lets you select from a many standard label sizes You may also print envelopes directly as long as your printer supports this option Another option is the ability to generate an export file with the owners names and mailing addresses Email You may email owners the information that would otherwise be mailed to save both time and the expense of doing a physical mailing Because you might not have email addresses for all owners or not all owners have opted in to get emails from the community we give you these options e Print Labels only e Email Only Email amp Print Labels for those owners with no email address Note You must subscribe to TOPS iMail to be able to email owners in place of printing mailing labels Your internal email system cannot handle sending bulk email such as emailing hundreds of owners at one time See the TOPS Communication manual for more information
55. the selected Group As a final safeguard you will see this warning Warning SY DELETE GROUP A Delete the group and group owners O K to continue No Click Yes to delete the Group Click No to exit without deleting the Group 197 Delete Homes from Owner Group You can delete a home from a Group whenever you wish This does not delete the home from the community rather it just removes the link between the home and the Group Owner From the point you delete the home from the Group you will need to maintain the owner information individually for this home it will not be updated for any changes to the master Group Owner record Make sure you want to delete the Group Owner before you proceed To Delete a home from a Group click this menu tab on the Owner Database menu You will see the Group Owner screen Group Owners l lt f OD Multi property owners XX Sample Condominium DAR Group Owner Info Owner Group Sort Name ___ Owner Name Address 1 Foreign Country Address 2 City State oo ii A Phones pme Work Deling Notice Mailing Label Homes in Owner Gro Address l F2 Update Group Owner Info z2 ok canoe 4 Delete W Close Now select the Group Owner to delete B 4 Click the down browse arrow to see all the existing Groups in this community Select the Group Owner by double clicking on it Group Homes 198 lt OD Multi pr
56. you do not need to type the City State and Zip Code over and over again when adding new homes The default City State and Zip Code is stored in the Property Record for each home where it is used whenever addressing correspondence or Bills Statements Coupons or Mail Merge Codes in Form Letters to the owners at the home s address City The main City name where the community is actually located This becomes the default for every home in the community State The State where the community is actually located This becomes the default for every home in the community Zip Code The main Zip Code for the homes in this community This becomes the default for every home in the community Section Phase This gives you the ability to sort the homes in the community by Section Phase or Building Certain owner reports can group homes by a Section Phase or Building If you activate it then you will need to enter the Section Phase or Building into the Property record for each home so you can use it You will see the choices to use for activating the Section Phase tracking None z Section A Phase E v Choose either Section or Phase by double clicking on it There is not a choice for Building but you can use Section to accomplish the same result Legal Description 1 This is a label you can turn on in the Property record for each home Itis completely optional you can just leave it blank Typical uses a
57. 094200 Move Out 2nd Owner Alt Mailing Addr Contact Info Address1 12100 Taft Street Hame Kork cath 301 555 1212 202 222 3322 301 881 1212 Address 2 7 s M Unlisted M Unlisted F Unlisted City Rockville 5 301 667 8899 Disable Web Interface ax 667 isable Web Interface State MD Zip Code 20888 6789 Carrier V Use Alt Foreign Addr J 2nd Alt Addr E Mail Maintain View Send Mort Co 006 4 Roosevelt Times Mortgage Owner 1 of 41 forthis home Bo Deane Bovey R cios Description Merge code Sample Owner Name Mailing Address Owner Name Mailing Address Sally Smith 123 Happy Valley Road Happy Valley AZ 85302 Owner s Name Owner s Name Sally Smith 2nd Owner s Name 2nd Owner s Name display name 2 if used Owner Mailing Address Line 1 Mailing Address Line 1 123 Happy Valley Road Owner Mailing Address Line 2 Mailing Address Line 2 Will be skipped if field not used in owner address Owner Mailing City State Zip Mailing City State Zip Happy Valle AZ 85302 Home Phone Ownr Home Ph 602 111 1111 Owner Work Phone Ownr Work Ph 602 222 2222 Alt Phone Alt Phone 602 333 3333 158 Owner s Last Payment Date Pay Date 04 05 07 Percent of Ownership Owner Percent 0147 Property Assessed Value Prop Assessed Value 265 000 Property Street Address Prop Street Address 123 Happy Valley Road Property City State Zip Pr
58. 100 Assessed Value aaa Ratio 0 002450000 Zip 4 Carrier Route 20888 fianz E i Notice the Section field 86 Go ahead and enter the Section or Phase this home is part of It must be a 3 digit numeric alpha characters are not allowed Press the Tab key to record the Section Phase or click the OK button Property Info OD Maintain Property AARIA 2 Record 7 Account Lot Unit Street Address Street Name Easy Stret SSS Unit ID Section 001 Here you will enter any additonal property information Lot Block Section 600 BlockA Section NIA EE Group Owner No Group el Square Footage 4 300 GAL Cost Center 100 Assessed Value i Ratio 0 002450000 Zip 4 Carrier Route 20888 Jia 7 i Dove or Oc The Section Phase you entered will be displayed on the screen Make sure it is correct before proceeding BD ox Click the OK button to save the change to the Property Info Proceed to enter the Section Phase for each home For your convenience you can use the browse arrows la lt gt gt I to move from home to home within the Property Info screen entering the Section Phase 87 Cost Centers Cost Centers are 3 digit numbers that can be setup in the General Ledger to breakout income or expenses by section phase or building If activated Cost Centers can be used by the AR module to breakout homeowner income The Cos
59. 84 OFFICER REPOR TS 4222804 e r r E E E E E E es 186 OTRE CE EY AN E NEA BAN E D EA E E A A A tad E eee eels 189 GROUP OWNERS vssssssssssssssessssssiassssssosecensa soa scassessasedasvassons suessassinasanebaveesaceseassandesesuaseasosessoaseusscusssaabevesoosasoaessnss s 192 ADDGROUP OWNERS 0 scccsiscsccsdescosesthansdesdeadedestbcesceddeed eteechecsdesdecs veut casas sdiecs caveceenudesderdvavedeecsesstescedesdecnadesdcadeeceunens 192 Gro p Owner Data Fieldsin inssi sive ien ivan besa e o seins EE EE be tase a buna A e eens 193 DELETE OWNER GROUP A E E EE ike A AS eles ER ee A A 196 iv DELETE HOMES FROM OWNER GROUP ssssseseeesesesesecevececececesesesessseceseseveceseseseseseseseseseseseseseseseseseseseseseseseeeseeens 198 MORTGAGE COMPANY iss issssisccsseissesscnsssossisstenssovascosssessensocssees edestessnesegooiseesatesoas saessadesdseasodescecsteasssananegeseedeatens 200 DATA FIBEDS 2sseceste seve vicevntess A chee dbiee chek sone E E Gliese cave Bh det eee eee ee eee 200 ASSIGN MORTGAGE COMPANY 3s ceccssisesechdnecdevoshcesecasnce aR REE E N EEEa EAEEREN AE EEEE E EE EE EE pE y 202 POOL PASS E AE A E E OEE EER 204 OWNER CONTROL INFO sissssssssccsscsssesssasssesssvevensasstesuseccsvensessessasevsssecsagsavsesesesvasdossousecesseveesssiessesscasvensassbssuseseat eos 205 DATA FIELDS e e e e ee a E SOA as ed RL K ec eA RA aereas 205 OWNER DATABASE FILE DEFINITIONS sscsssssssssscsssessccscscscssscsssssscssscssscssssss
60. Alt Age E Mail Maintain View Send Mort Co 006 Roosevelt Times Mortgage a be canoe Douiee 3 ciose Owner 1 of 1 forthis home Address 2 The Alternate Mailing Address is stored here Data Fields V Use Alt To use the Alternate Mailing Address you must check the box titled Use Alt If you do not checkmark this box TOPS will continue to send all correspondence and bills statement to the home address Foreign Addr CHECKMARK THIS BOX IF THE ALTERNATE ADDRESS IS IN A FOREIGN COUNTRY IT WILL THEN CHANGE THE ALTERNATE ADDRESS FIELDS TO ACCOMMODATE A FOREIGN ADDRESS 50 If the Foreign Address box is checked it changes the Alternate Address like this Alt Mailing Addr Address 1 Address 2 E Address 3 D Se State Es Zip Code Carrier aaa ir 2nd Alt Addr Enter the Foreign Address in the 3 address lines given 7 2nd Alt Addr If an owner has a 2 Alternate Address checkmark this box This can be handy if the owner has another home for a portion of the year or has a property manager looking after the home who needs to be copied on all correspondence and bills statements If the 2 Alternate Address is check marked it opens up another Alternate Address screen 2 Alternate Address lt OD Maintain owners Xs DES Alt Mailing Addr 2 Address 1 Address 2 City State Zip Carrier Send Mailing Labels Special Forms BillsSta
61. Defined 18 Misc Chg 18 Balance Due User Defined 19 Misc Chg 19 Balance Due User Defined 20 Misc Chg 20 Balance Due Continues the above pattern through User Defined Misc Charge Code 50 165 Subtotals These Merge Codes give subtotals after listing owner itemized balances with the owner balance merge codes shown above Form Letter Subtotals i derge Ce a a Al Balance Due simple Late Fee Due simple Total Other Charges Due simple TOTAL AMOUNT DUE TOTAL AMT DUE Itemized Balances OTHER CHARGES Plug Difference lst subtotal subtotal subtotal subtotal subtotal subtotal subtotal subtotal I UUAA TOTAL OF SUBTOTALS Description Merge code Explanation A1 Balance Due simple A1 Due These codes are designed to be used together for a simple owner Late Fee Due simple Late Fee Due balance breakdown Total Other Charges Due Other Chg simple this code calculates the difference between the TOTAL AMOUNT DUE and the A1 amp Late Fee balances TOTAL AMOUNT DUE TOT AMT DUE TOTAL AMT DUE Itemized TOTAL ITEMIZED Inserts a complete breakdown of Balances the owner balances with a total OTHER CHARGES Plug OTHER CHGS Used with the Subtotals below to Difference make sure the Merge Codes i itemizing owner balances added to TOL SUDIOIHNOI 8 stsubTat a the TOTAL OF SUBTOTALS below 2nd subtotal of
62. F o canel x Close You can change any of the information on the Officers screen However if you change it here it will NOT write the changes back to the Owner record if the Officer is a homeowner The following is a brief description of the fields on the Officers screen lq 4 gt gt Use the browse arrows to move from Officer record to Officer record within this Class dh as Click the Add button to add an Officer record to the selected Officer Class you are currently in Click the Delete button to delete the Officer record displayed on the screen It will have no effect unless you have selected an Officer record Click the Print Reports button to print an Officers report You do Peis not need to select an Officer record to print a report Click the Print Labels button to print mailing labels for Officers Print You do not need to select an Officer record to print labels Officer Assigned automatically be the program as you add new officer records You cannot change the Officer Used to select a homeowner when adding a new officer record 173 Officer Name The full name of the Officer Sort Name The Last Name of the Officer It can be used to select the Officer Property Address The Address of the home owned by the Officer if they are a homeowner If not a homeowner you may skip this field Mailing Address The address for mailing notices and c
63. Iq Officer Catg fi Board of Directors Officer Info cere D p Officer Name Sort Name Property Addr gt gt i gt 3 int Print Reports Labels Mailing Address Address 1 Address 2 Cty Stef zef Contact Info Work Home Fax Phone s lt E Mail Title Term Expires EP Email Bo cance BClose Notice the Browse Owners button If the Officer is a homeowner in the community click this button to select the owner rather than type in the name and address You will see the Owner Selector so you can select the Officer from the owner database Owner Selector OD Maintain Officers XX Sample Condominium Address C Account C Lotinit Owner Name Property You can select the owner by e Street Address e Account e Lot Unit e Owner Last Name e Property Record Go ahead and select the Officer from the owner database 179 If you selected the Officer from the owner database it will complete all the fields with information from the owner record except for Title and Term Expired You must enter this information manually A completed owner record will look like this Add Officer Record OD Maintain Officers XX Sample Condominium 4 4 gt gt l FA ee Officer Catg f Board of Directors Officer Info Officer Name Ray amp Nancy Simon Sort Name SIMON Property Adar 1 00 Easy Street M
64. Matrix adjust g lines Reset Page Indentions OK Cancel Here you can set the Page Size Margins Form Size and other settings me gad Saal Click this option if you want to create a template that has multiple forms on a page like the Late Notice example shown above You can then use this further option to specify how many forms are on a page Divide page into 0 sections Typically you would divide the page into 2 or 3 sections in order to have enough 146 room for the verbiage and the Merge Codes that customize the form for each owner Click the OK button to save the settings Help When you click Help you will see this drop down menu Help Unmask Toolbar Icons Display DOS Codes Help click this menu choice to open detailed form letter help files to answer a question about working with form letters You will see all the topics related to form letters to select from Unmask Toolbar Icons this menu option is no longer used and has no effect Display DOS Codes This menu option exists to help DOS TOPS customers who have switched to TOPS understand the Merge Codes in letters that were converted from DOS TOPS EZ Pro and EZ Lite It shows the DOS TOPS equivalents of the TOPS Merge Codes Next we ll discuss the button toolbar and the function of each button alala if al x ajel Merge Codes Open click this button to open an existing form letter document E
65. Report Options for the Owner Report you selected you will see the print menu Print Menu 107 xf Print Reports Print Owner Summary Report Print To C Screen C File C Email C Community Web Site Settings Portrait C Landscape Use Classic Report Mode This is the standard Print Menu you will see throughout TOPS Select from one of these print options Printer Checkmark this option to get a printed report Screen Checkmark this option to display the report on the screen rather than print it As it is displayed you still have the option to print it to paper File Print the report to a file where you can re print it later or open up in a different application like Excel When you pick this option you will see this screen Print to File Save in l O Report _PDF TD 2 5 2008 2 pdf 2 5 2008 pdf My Recent 4 15 2008 pdf Documents Check Register 3 31 2006 PDF Ei H Income Statement 11 29 2007 pdf Desktop My Documents My Network File name Places Save as type PDF Document pdf File Name you can accept the default file name displayed or change it to a different file name Save as Type By default it will have PDF Portable Document 108 Format selected but you can select from any of this file formats PDF Document pdf v PDF Document Excel xls HTML Document html Rich Text rt
66. SS 2002 5 eer eeoa ieena geedecatetees Gb ede eN Eora r kS Seva Eroe Abiiecbaelessbivesdesaivies t S enre 50 MULTIPDE OWNERS a Bae ane tek hee r a A a EE ESS 52 DUS DON RAADOT EEEE AEEA E E E N ETE E A EE EA EEE A EEA EEEN TEE 54 Previous Owners ecse a A A a E a AEE 55 IAA EEEE EE EAE EEEE E P EAN EEE EEE EE RS EAN AEE NETA 56 GOLLECTION ACTION EOE EEEE E EE E T E E E E ers ee 60 HOD COLLECTION ACTION e site ee ied ceed et 62 HOLD PAYMENTS E fo tecoteteaceren earl eset oA es ete Ao Ao eR A a A es 63 ADD NEW OWNER RECORD eree tence eedee ck Eea tbe e encase Eke Ee e S ene eoa eks duectielesdaieadeedileadecdieasecctaes 65 ADD NEW HOMEA OWNER aen inre eo aston Ra EENEN SEN ede NESE erkes eaer r ereere piirete eor eee ti k i enren 69 DELETE HOME A OWNER r a nm tees a E E r E EERS 75 DELETE OWNER RECORD A E E E E E E T E eects a 77 SHAA E RA b eV I EEEE O eta aoe een ne E E E E nee naa 79 SECTION PHASE NUMBER sasise inpe eerop pe ees E A kee EE E A SE EEE REESE ERES A EDENES ENR RRR 83 SORIA INH N E e EE E T E E E E E OE E 88 OWNER PEAGS A E a on tie i E est E eel ee Se ett 91 ACCELERATED ASSESSMENTS T sce oes kes Sele EPA A RA ee A NE A 91 iii BILTS STATEMENTS BAG 6 p22 55h soe ees 5o eee See ee an a eee Ra va ER RR OR 94 MATING LABELS FAG recs dese EAP EEE EEE desc E EE devecadsades ETEO AEO E ETS 96 SPECIAL FORMS PAG ie a aa a E a EE ns 98 DIRECT DEBIT PAG seketer een e a E E E a p EERE E R Ein 100 OWNER REPORTS OVERVIEW
67. Sheet General Location amp Access Amenities Community Fact Sheet Insurance Contractors Special Info Attomey CCR Circle Community Ranch Association Type POA X Max of Homes 500 Settled Homes 4 Desc of Homes Units Single Family Homes Dev Owned 0 ave p Wine Development Complete yes v Date Tumed Over to Association 1 1 2009 Rentals 0 Monthly Meeting Date fi st Tuesday of every month File Attachments 0 ask achments D r Property Manager Name joe Manager Home 602 888 7894 Cell 602 499 5544 qr Attachments Board President Name Sally Smith pe Work 602 111 2222 Home 602 222 6686 Cell 602 555 4567 Fax 602 897 1 645 EA Eyit Alt Contact Name A woki Home o ca ooo Fag P Tot Lot Pool Common Area Responsibility What Association Fees Cover Common Area Maintenance Street Repair Lighting on property Description Merge code Sample Property Manager Name Property Manager Name Joe Manager Property Manager Signature Property Manager Signature Property Manager Email Property Manager Email jmanager communitymanagement com Property Manager Home Property Manager Home 602 897 8887 Monthly Meeting Date Monthly Meeting Date 1 Tuesday of each month Common Area Responsibility Common Area Responsibility Common area grass maintenance parking lot
68. Status Street Address F2 Name Search F5 Balance Select Owner Collection 7 Hold Action T z Aa 2 Settled Date Move Out 2nd Owner Alt Mailing Addr Contact Info A E a Home Work At Address 2 l F Unlisted F Unlisted F Unlisted City Fax Disable Web Interface State Zip Code Carrier Use Att Foreign Addr 2nd Alt Addr E Mail Maintain View Send sil a for this home z a Deane Posad Riose Select the first home where you wish to check the Special Forms setting Once you have selected a home amp owner you are ready to click on the Flags button Maintain Owner 98 lt OD Maintain owners XX 1 Condominium a Select PropertyF4 Browse Account F3 400 llot AUnit FB 400 al Record Type Owner O01 Street 400 Easy Street Street Address F2 Name Search F5 00 Motes ho gules Gener Colection fio Late Notice 7 Hold Action lenny Crai CRAIG Y Owner enny Craig we Settled Date 031902 Move Out 2nd Owner gt Alt Mailing Addr r Contact Info Address14 11500 E Lake Drive Fome RER Att 847 999 4512 847 222 3341 Address 2 Unlisted F Unlisted F Unlisted cty chicago Fax T Disable Web Interface ax isable Web Interface State fi Zip Code 6O DE J Carrier I Use At 7 Foreign Addr 2nd Alt Addr E Mail Maintain View Send Mort Co f 000 BW o
69. Supreme Court Pa browse area to 10005 select home X OD Maintain owners 10006 10009 10013 10015 xl Select the street name then address 2 OK Cancel First click on the Street Name Then enter the Address or use the browse area to locate the home and double click to select it Tip pressing the F2 key jumps the cursor to the Street Address button Name Search F5 Click this button to select a home by the owners Last Name You will then see the selector screen for selecting the home lt OD Select Owner Property by Owner Name Last Name Search Acrount Enter Last Name and then click Search x Second Home Owner fF OK OCano The Name Search uses the Owner s last name only Tip pressing the F5 key jumps the cursor to the Owner Name button Owner The Primary owner of this home The owner names can be formatted however you wish however the way you enter them here is how they will be formatted on letters statements coupons and reports Typically you would enter them just like you would address a letter Ex John amp Mary Smith You may correct the owner names here if needed by simply typing the correct names into the Owner field Last Name Type the owners Last Name in this separate field It is the name that is used for name searches and last name sorting throughout the software 2 Owne
70. TOPS with data encryption to prevent identity theft Account The owner s bank account Although there may be spaces within the Account on the MICR line of the check do not enter it with spaces here It should be entered as one continuous number This information is encrypted in TOPS to prevent identity theft You only see the Account displayed fully when you first enter it Thereafter you will only see the last 4 digits of the number Checking Checkmark if the account to be Direct Debited is a checking account Savings Checkmark if the account to be Direct Debited is a savings account Do not be concerned with the fields shown at the top of the screen Added Tested and Last Debit These fields are updated automatically by TOPS as you work with the Direct Debit system The information is displayed here in case you need it D Cle Use the Clear button to erase the owner s bank info DP ox Click the OK button to save any changes made to the owner s Direct Debit bank info Cancel Click Cancel to scratch any changes made to the owner s Direct Debit bank info i 102 Owner Reports Overview A number of reports are built in to the Owner Database to provide you with maximum results from your data The reports show the Owner data in different ways depending on your needs The reports can be printed in various orders can include multiple owner types and can be printed for an entire co
71. TOPS Professional Owner Database Manual Revised 7 5 2011 By TOPS Software LLC Clearwater Florida Document History Version Edition Date Document Software First Edition 11 2008 TOPS OD_M AA 4 0 Revised 6 2010 4 0 Revised 7 2011 4 0 Trademark The names of actual companies and products mentioned herein may be the trademarks of their respective owners Copyright Without limiting the rights under copyright no part of this document may be reproduced translated to another language stored in or introduced into a retrieval system or transmitted in any form or by any means electronic mechanical photocopying recording or otherwise for any purpose without the express written permission of TOPS Software LLC Unless otherwise noted the example companies organizations products domain names e mail addresses logos people places and events depicted herein are fictitious and no association with any real company organization product domain name e mail address logos person place and event is intended or should be inferred Copyright 2008 2011 TOPS Software LLC Printed in the United States of America Disclaimer This guide is provided by TOPS Software LLC as a reference and help tool for using the TOPS product Illustrations used in this guide may display screens with modules features and or functions that may not be part of the TOPS version you ar
72. adding the new home and owner Add Home Screen 2 70 X OD Add properties XX Sample Condominium Property Setup A150 Property Info continued Lot Block Section NA m m Group Owner No Group Square Footage Section Assessed Value a GIL Cost Center f Ratio p Zip 4 Carrier Route 20868 1212 g i All fields in red are required Back Next D gt Oconee Add New Owner screen 2 of 5 Complete these fields Legal Description 1 Enter the legal description of the home if any In our example above the Legal Description is defined as Lot Block Section You define the Legal Description headings in the Owner Control Info Legal Description 2 A continuation of the description from Legal Description 1 above Group Owner If this home is part of an Owner Group answer Yes here Otherwise accept the default of No An Owner Group is multiple homes owned by the same party Group If you answered Yes to Group Owner then you can select an existing Owner Group that this home belongs to Use the down browse arrow x to view and select the Owner Group Square Footage If you wish to track the Square Footage of this home which you might want to do if this is a Condominium enter it here You can use the Square Footage to base recurring charges on in the Charge Tables Building Section If you activated the Building Section tracking in the Owner Control Info then enter
73. ailing Addr Contact Info Address 1 12100 Taft Street kome aeh A 301 555 1212 202 222 3322 301 881 1212 Address 2 Unlisted Unlisted I Unlisted Cit Rockville y 301 667 8899 Disable Web Interface State mo Zip Code 20836 6789 Carrier Fax IV Use Alt Eefeign Addr 2nd Alt Addr E Mail Maintain View Send erau e Bo canes Posie coe Click on the Flags button You will see the Owner Flags for the owner you selected Owner Flags lt f OD Owner Options DEAR I lt lt gt I S Unit ID 100 Owner Ray amp Nancy Simon r Control Flags f Hold Delinquency Notice Hold Payment N Bills Statements V Mailing Labels If this owner has elected to pay their maintenance fee by Direct Debit checkmark this box then complete the Direct Debit bank setup TOPS has the built in ability to generate the required NACHA file under the Direct Debit menu tab on the Global Functions menu The following are instructions to complete the Direct Debit setup for an owner Direct Debit Setup 101 f OD Direct Debit Info SEE Added Tested Last Debit Bank Information Bank ID 222344324 Account 23243245234532453 Account Type Checking C Savings Do Clear B x Bancel Bank ID The 9 digit ABA that identifies the owner s bank It is the first set of MICR numbers on a typical owner s check This information is stored in
74. ailing Address Address 1 100 Easy Street Address 2 City Rockville State MD Zip 20888 fi2t2 Contact Info Work Home Fax Cell Phone s 202 222 3322 fo 555 1212 301 667 8899 E Mail www support topssoft com Title President Term Expires November 2010 q Email e Joce R Close Make corrections if needed Click OK to save the Officer info a ox Click OK to save the Officer record You can then add another Officer using the same method K Close Click Close to exit from the Officer record screen B cancel Click Cancel to clear the screen without saving the Officer record 180 Deleting an Officer Deleting an Officer record permanently removes that record You might need to do this if the person is no longer an Officer If the Officer is also a homeowner deleting their Officers record will have no effect on their homeowner record Follow these steps to Delete an Officer First you must select the Officer Classifications Start at the Select Class screen Select Classification Office ies Zi PB o R cose Simply double click on the name of the class to select that class You will see a blank Officer screen _Blank Officer Record _ lt OD Maintain Officers XX Sample Condominium lq 4 gt Pl 2 3 2 Print Reports Labels Officer Catg i Board of Directors Officer Info Officer Name X Sort Name Property Ader Mailing Addres4 Address
75. aintain Owner x OD Maintain owners XX Sample Condominium pz ap KIRALA EAE Select PropertyF4 Browse Multiple Owners Account F3 100 BhLot JUnit F s 100 Record Type i Owner 001 Street 100 Easy Street Status Street Address F2 Name Search F5 Balance oo Notes uo Select Owner E Collection E l Hold Action Ray amp N Sil SIMON Owner Ray amp Nancy Simon SO Settled Date 09M200 Move Out 2nd Owner Alt Mailing Addr Contact Info Address 1 12100 Taft Street Hope Kok zi 301 555 1212 202 222 3322 301 881 1212 Address 2 Unlisted F Unlisted F Unlisted yy ee F 301 667 8899 Disable Web Interface ax 667 isable Web Interface State MD Zip Code 20888 6789 Carrier V Use At Foreign Addr 2nd Alt Addr E Mail Maintain View Send ca 5 een R a cnn owe ome Use the Maintain owners screen to view current owner information to make changes to owner information do an owner resale add a new home and owner not previously added during the Setup process and view or change any of the information about the home and or owners The following explains the owner data displayed on the Owner Maintain screen 4 4 gt gt Use the Arrow buttons to move from home to home staying on the Owner Maintain screen or jump to the LAST FIRST home The arrow navigation can be handy when you want to review change the Owner Info for a s
76. al section Selecting Report Options To access the Owner Reports menu click the Reports tab You will see the Owner Reports menu Owner Reports f OD Owner Reports Menu XX Sample Condominium AR Print Reports Current Period 04 01 07 to 04 30 07 Print Order Print for Street Address All Homes e Account Number Standard Owners Report Range of Homes 5 Lot Unit Number Single Spaced Owners Report Section Building Annual Meeting w Signature Owner Last Name Annual Meeting w Delq Bal Property Number Owner Mortage Report Flex Data Report sires e Owner Profile v Current Owner revious Owner Owner Group Report Resident Tenant V Developer Settled Property Report Owners Resale Report Enter Report Date 0613 08 ss Pine K cose a Cc e E E amp k amp g g C Click to select the Owner Report you wish to print Print Order Select from one of the following orders for the report e Street Address Prints the report in street address order e Account Number Prints the report in account number order e Lot Unit Number Prints the report by lot unit number order e Owner Last Name Prints the report alphabetically by owner last name e Property Number Prints using the TOPS assigned property number This number is used by TOPS to keep track of each home regardless of the Street Address Account or Lot Unit Include Select the Owner Types you wish to include on the
77. alances by a 2 digit Charge Code Every charge or payment transaction in an Owner s Payment History has Charge Codes attached to it It shows how much of a charge or payment transaction was applied to each Charge Code Using this approach TOPS can show you an accurate breakdown of an Owner s balance by Charge Code as of any date you wish Description The name of the Charge Code Depending on the type of Charge Code the name can be changed in either the recurring Charge Tables or in the Misc Charge Code setup Amount The Amount of the charge or payment transaction applied to a particular Charge Code Balance Due This is the running total Balance Due for the Owner shown after every charge or payment transaction Screen Navigation There are other options on the Owners Payment History screen Notice these buttons below Ba Balance Breakdown Click this button to view a breakdown of the owner s balance by Charge Code 19 X OD Owner Balance Summary DER Owner Balance Summary As Of Date 04 01 07 Prepaid Balance Maintenance Fee TOTAL By changing the As Of Date at the top of the screen you can take a snapshot of an Owner s balance at any point in time Click Close to exit back to the Owner Payment History screen ar Email History E mail History Click this button to e mail the Owner s Payment History to either the owner or anot
78. ame Sample Condominium cio First State Bank P Box 111 Rockvile State MD foses haz i OK canos Lockbox Community Name Lockbox Community Name Sample Condominium Lockbox Address 1 Lockbox Address 1 c o First State Bank Lockbox Address 2 Lockbox Address 2 Bank address 2 Lockbox CSZ Lockbox CSZ Rockville MD 20888 1212 Other Community Name Other Community Name Sample Condominium from Owner Control File Other Address 1 Other Address 1 20010 Diamond Drive from Owner Control File Other Address 2 Other Address 2 Will be skipped in the form letter if blank Other CSZ Other CSZ Rockville MD 20888 1212 from Owner Control File Community Web Site Community Web Site Address for community website 157 Owner Info These Merge Codes pull information from the Property amp Owner data Owner Info lt OD Maintain owners XX Sample Condominium ld p il 2 2 8 S 9 ol oe le es ji i Add Property History Charges Letters Notes Data Flags _Resale CCR Whk Ord Print Select PropertyF4 Browse Multiple Owners Account F3 100 ILot AUnit F6 100 Record Type Owner 001 Street 100 Easy Street Status Street Address F2 Name Search F5 Balance oo Notes No Select Owner Collection E Hold Action Ray amp Nancy Si SIMON Owner ay amp Nancy Simon i Settled Date
79. an owner owns more than one home in the community and you want the ability of maintaining the contact info in just one place for all the homes With owner groups you also have the option of printing consolidated mailing label invoices and statements The Owner Group Report is sorted based on the order selected on the Owner Reports menu Settled Property Report This report can be used to verify the number of settled homes in the community both currently and for any date in the past It is handy for getting the count used for expenses that vary by settled home in a growing community like trash removal and management fees The Settled Property Report prints a separate report for each user defined period Owner Resale Report This report can be used to find homes that have settled for a range of dates you enter You can base the report on the Settlement Date or the Processing Date the date the resale function was done in TOPS The report shows the new owner previous owner settlement date and processed date This report shows the details of each home sold for the range of dates selected 104 Print Owner Reports No matter which report you wish to print the method used to print the report is similar between reports although some reports have special report options We will cover the common steps involved with printing any of the owner reports If there are unique options for certain owner reports we will explain them at the end of this manu
80. code TOTAL DUE FL TOT AMT DUE Fixed Length Fields can be used to keep either a LEFT or RIGHT alignment of Merge Code data Hide Field click this menu choice to hide a Merge Code field so that it does not print in the form letter If the hidden field is a dollar amount the amount in the hidden field will still be included in a subtotal Font click this menu choice to select a Font for the form letter text Font Font style Regular The font you select will change based on the cursor position within the form letter or for highlighted text Click the OK button to complete the change Font Color click this menu choice to change the color of the text for the highlighted text 145 Basic colors re imi Dim ress pmi LF roe E E Imi E ERE TTT RES Hue 160 Red 0 EEE Eee ee 1E E ColoriSold bum Bue Add to Custom Colors The color you select will change the text based on the cursor position within the form letter or for highlighted text Click the OK button to complete the change Page Setup click this menu choice to view change the page settings lt Form Letter Page Setup Layout Preview Page Size i Margins Width inches Left 0 50 inches Height 11 00 inches Right oso inches 4 Top f 050 inches Bottom 7 59 inches Form Layout Width 7 50 inches Height 40 00 inches Divide page into 3 sections F Print multiple forms on one page Dot
81. cord Type Owner 001 Select F7 Click on the Select button or use the F7 key to open up a browser window to select one of the other owner records for this home Status The Status box looks like this Status Balance 00 Notes No Collection 30 4 Second Warning 7 Hold Action Settled Date 094200 Move Out This box covers important pieces of information about the owner Balance Shows the balance owed by this owner if any Notes If owner notes exist for this home it will say YES If no Notes have been entered it will say NO Collection If this owner is delinquent and has had a collection action taken this will show the current action in from the collection process Hold Action Checkmark this box to stop this owner from having any further collection action taken That means no other notices or letters will be sent until this is unchecked It freezes this owner at whatever step they are at in the collection process You might checkmark Hold Action if this owner has been referred to an attorney for collection of the delinquent balance Settled Date The date this Owner purchased the home This would be the date they began to owe a maintenance fee to the community It can be left blank if unknown Move Out Date The date this Owner sold the home to another party If the Owner Resale function is used for changes in ownership both the Settled Date and Move Out Date are filled in
82. ction First ACC Viol Second ACC Viol Final ACC Viol ACC Approval ACC Disapproval Lien Letter OONDNAHWNM vi 3 0 3 Rename Delete Select Exit Double click the highlighted letter name or single click then click the Select button to proceed to the letter text entry screen The letter text entry screen looks like this Letter Text Entry lt f FL Form Letter TS 212 Software Fie Edit Insert Tables Format Help aa alal s OT K A MegeCodes M Must Print 13 Lien Letter a ge A Bl ul fe a a a p0 z l le u bas ea E Ba seg Ra L i Page 1 Line 2 Col 0 100 I I 137 The Form Letter in TOPS works similar to many other word processors particularly MS Word We ll cover all the major functions of Form Letter We ll start with the File toolbar at the top of the Form Letter screen File Edit Insert Tables Format Help File When you click on File you will see this drop down menu Open Form Letter ctrl O Save Form Letter Ctrl S Import Document Export Form Letter Form Letter Manager Do Not Attach Form Letters Print Form Letter Ctrl P Print Preview Email Form Letter Print To gt Print Page Example Page Setup Exit Open Form Letter click this menu choice to select an existing form letter in this community Save Form Letter click this menu choice to save changes to an open form letter Import D
83. d Owner Alt Mailing Addr Address 1 Address 2 Contact Info Home Work Alt City State Zip Code Cartier I Use Alt Foreign Addr 2nd Att Addr Mort Co 000 Owner of for this home F Unlisted Unlisted T Unlisted Fax Disable Web Interface E Mail Maintain View Send ZB o B cancel D oee K Close community Click the Add button to add a new home and owner to this You will see the first screen for adding the home Property Setup Data Fields 69 lt OD Add properties XX Sample Condominium Property Setup Browse Homes To add a new Home and Owner enter the information below r Property Info Street Address StreetName Accout Lot Unit ial Add New Owner screen 1 of 5 ee 4 tet Next gt cancel Complete these fields Street Address The house number for this home It can be alpha numeric Street Name Select the Street using the down browse arrow You will see all the Street Names already entered If necessary you can add a new Street Name on the fly Account The Account used to identify this home Account s can be alpha numeric You can skip the Account if not needed Lot Unit Enter the Lot or Unit if any Lot Unit s can be alpha numeric You can skip the Lot Unit if not needed Next gt Click Next to continue adding the home and owner Continue on to the 2 screen of
84. d will not do anything if clicked a Click the CCR button to see any CCR records for this home You cer must own the CCR Module an optional module in order to see the CCR records for this home The CCR Records screen looks like this Owner CCR Records X CCR Records for XX Sample Condominium ofp v4 4 Add New Record Select This Record Delete This Record Exit CCR Records ld 4 gt rl 4 l Record 1 of 28 Select Property Viewing Options Account 100 4 S 100 4 View All Records Address 00 Easy Street C View Open Records Search Street Address OwnerName Renter Name Clear C iew Closed Records Owner Information Owner Ray and Nancy Simon SIMON H Search ALL CCR Records 2nd Owner Select a property for creating or viewing CCR Records Create Date Code Summar Active Type Notes Attachs 1 1 15 2007 COL Paint color YES Violation 2 8 29 2007 DEC Wood Deck on back of home YES Approved If there are any CCR Records entered in the CCR Module for this home they will be displayed Notice that you can add new CCR Records Delete CCR Records or open any of the existing CCR Records to view maintain them For more information about working with the CCR Records see the manual section for the CCR Module Click the Exit button when you wish to return to the Owner Maintain screen JEXIT Exit CCR Records 40 Work Orders From the Owner Maintain screen you
85. e Chairs Fi Close Simply double click on the name of the class to select that class You will see a blank Officer screen Blank Officer Record 189 lt OD Maintain Officers XX Sample Condominium ld gt Pl 2 3 2 ES X Officer Catg i Board of Directors Officer Info orms a Officer Name Sort Name Property Addr Mailing Address Address 1 Address 2 City State z Zip i iit Home Fax Cell Phone s E Mail Title ah agg BF o OCancel W close Notice the Print Labels button Click the Print Labels button You will see a screen for selecting which Officer Classes to print Mailing Labels for Select Officer Classes lt OD Officer label KE Classification 1 Boara Members 2 Committee Chairs r sta x ora P Cantel All the Officer Classes will be selected with a checkmark M You must click to turn off the checkmarks for Officer Classes where you don t wish to have Mailing Labels printed ey rin Click the Print button to proceed with printing Mailing Labels H saan Click the Select All button to select all Officer Classes x m Click the Clear All button to clear the selection of all Officer Classes Click the Cancel button to exit from printing Mailing Labels i a 190 When the Print button is clicked you will then see the screen for selecting the Mailing Label Type Select Label Type fon Labe
86. e Search F5 Balance Collection Multiple Owners 215 00 Notes No Select Owner Owner John amp Mary Clark CLARK 0 2nd Owner Alt Mailing Addr Address 1 Settled Date Address 2 City Zip Code M Use Ait Foreign Sadr 2nd Alt Addr Mort Co ooo Owner 1 of 1 forth 301 445 1212 F Unlisted F Unlisted F Unlisted Fax Disable Web Interface E Mail Maintain View Send FF ok cancel Dowee ciose Notice the Status area of the Owner screen This area shows the Balance Due from this Owner as well as the step in the Collection Action that was last taken Click on the Hold Action checkbox to place a Hold on the Collection Action for this homeowner If you wish to remove the Hold just un check this box Hold Action 62 Hold Payments Sometimes when a delinquent owner is referred to the attorney for legal action the attorney will instruct you not to accept any further payments from the delinquent owners In this case you can place a Hold on accepting payments A Hold on the payments means you will be warned when trying to enter a cash receipt for this owner The warning will be given in both the A R Owner Cash Receipts system and also in Global Functions Scan Payments You can override this Hold if necessary Another benefit of placing a Hold payment on a delinquent owner is that TOPS can generate a Hold Payment File tha
87. e added new Property and Owner information for Address 300 Easy Street Account 300 Lot Unit 200 Owner James Bond 2nd Owner Alt Addr 21300 Brink Parkway Gaithersburg MD 20879 Beginning Balance 4 Basn Next This confirms the completion of adding the new Owner record If everything looks OK click the Finish button to exit from the confirmation screen If you need to make corrections click the Back button 74 Delete Home amp Owner You can delete a home and all the owner records if necessary However you CANNOT delete a home and owner where payment history records exist This safeguard exists to prevent you from affecting the accounting integrity of the software If a home had charges and payments in the payment history then the General Ledger also received these transactions and they were reported on past financial statements for the community Deleting the home and owner might affect the audit trail of charges and payments for this community In order to delete a home and owner you must first waive any balance due so the home is has a zero balance Next you would have to erase any payment history records As a safeguard we will not discuss how to erase payment history records here it is covered elsewhere in these manuals Maintain i Select Maintain from the Owner Database menu Select the home you wish to delete Maintain Owner lt OD Maintain owners XX Sample Condominium Prope
88. e currently running or available add ons or as plug ins to third party products Additionally the most recent updates may not be reflected in this guide It is neither the intent nor purpose of TOPS Software LLC to provide accounting wage or tax advice For specific information regarding accounting methods procedures tax rates deductions or earnings calculation speak to your company accountant or contact the appropriate Federal or State agency It is also assumed that the user of this guide is familiar with basic Windows functionality and navigation tools Refer questions regarding the use of Windows Explorer to your System Administrator ii Owner Database Table of Contents TOPS PROFESSIONAL ciiscsssccccscsssscsscescsessnessnsescessessseisvosescesssovssveesensesessessdvessessosssecaseusesassensesssvbvsesesaescvessnedoesessae I OWNER DATABASE MANUAL u cccssccscsssscccscscscscssssssesscsssesesenecsneesseesecssccsscssscssscssssssssessssessnecseessessesseessesesees I BY hren pea e vei Seen EE lenge ead ave EE cee ages teat aces EE aueneed EEE tenes Aoi di EAE ERE EREA Tn I TOPS SORTWARES Tel Gos a ee eae ae a aaa aie Sate AGERE A Hiv ERE I ABOUT OWNER DATABASE 1 ccsscsssssssssscssccssscsscsscesscssscssscsscssscssscsssssessssssesecsnecssecsscesccsscsscsssessscssssssssssssenesens 1 OWNER TOOLBAR AEE ER ste AE A A he ti ehtec E be E 2 MAINTAIN OWNERS SCREEN OVERVIEW 0 ccccssccecssscecessececsessececseneeceeaeeecsesaececsee
89. e number of Mailing Labels to print and the number of Emails that will be sent The job is still pending you must click the Process button to proceed We ll review each of the other menu tabs on this screen Labels Preview If your job included just printing Mailing Labels you will see i the Labels Preview so you can review the pending Mailing Labels that are ready to print Labels Preview 127 Mailings for XX Sample Condominium Mailings Task Review Labels Preview Email Recipients Not seeing a particular Owner Ensure their Flags gt Mailing Labels is checked i Export Options Joe amp June Smith Michael Scott 10002 Bank Street 600 Easy Street Rodkville MD 20888 1212 Rockville MD 20888 1212 Rick amp May Day Jerry Katz 840 Diamond Avenue Rockville MD 20888 1212 Rockville MD 20888 1212 l gt 5 Page 1 of 1 Ss E 100 e _o _ gt amp Mailings Task Ready V Mark as Billable Ed B A 2 Logged on as User Jim Smith LLELET ELE You can dlick the Back button here if you wish to go back to change mailing label options Warning Clicking the Process button will start printing the mailing la els AND start emailing the Owners But sure you want to proceed before clicking the Process button Export Options Notice this button above the labels This gives you ability to export owners names and mailing addresses in a variety of file formats See the heading
90. e or paragraph to delete the highlighted area from the form letter Copy click this menu choice after highlighting a letter word sentence or paragraph to copy it to another area of the form letter or to another form letter If you exit the Form Letter program before Pasting the copied area into a Form Letter you will lose what was copied Paste click this menu choice to insert the copied area into the Form Letter at the point where the cursor is positioned Select All click this menu choice to highlight ALL the text in the open Form Letter You can then Cut or Copy this text Check Spelling click this menu choice to check spelling throughout the Form Letter If there is a misspelling it will be highlighted so you can correct it Verify Merge Codes click this menu choice to make sure the Merge Codes in the Form Letter are valid You CANNOT type a Merge Code into a Form Letter you MUST select it using the Merge Code button 2 Ceds on the Form Letter screen Any invalid Merge Codes will be highlighted so you can delete them then select the correct Merge Code using the Merge Code button Insert When you click Insert you will see this drop down menu 141 Page Break Merge Code Image Font Character Page Break click this menu choice to insert a page break at the cursor position in the form letter Merge Code click this menu choice to insert a Merge Code at the cursor position in the form letter
91. e this to Email amp Print Batch Settings Notice this area on the screen You can pick which owner email address to use for sending the form letter Choices are 139 e General Mailings e Letter amp Notices e Bills amp Statements Only owners who have opted in for email notices from the community and have been check marked in their owner record for the email address selected will have letters emailed Otherwise letters will be printed You can change the wording on the cover email if you wish then click Process Now button to send the emails Print To click this menu choice see other options for handling the form letter printing These include Adobe PDF HTML document Rich Text Format Word For Windows Print Preview click this menu choice to view the letters on the screen rather than print them You might do this to proof the appearance before actually printing the letters Print Page Example click this menu choice to print a sample letter to check the formatting before printing letters for a group of owners Page Setup click this menu choice to select paper size margins and other options with the formatting of the letter You will see this screen Page Setup lt Form Letter Page Setup Layout Preview Page Size Margins Width Ela inches Left 050 inches Height 11 00 inches Right 0 50 inches Top o 50 inches Bottom 959 inches Form Layout Width 7 50
92. e which may make the owner ineligible to vote at the meeting The contents of the report and sort order are based on the options selected on the Owner Reports Menu screen e Annual Meeting w Delinquent Balance This report is used to screen owners who have a balance due and are not eligible to vote at the Annual Meeting It shows the amount of the balance due so that owners may pay to be able to participate in the Annual Meeting The contents of the report and sort order are based on the options selected on the Owner Reports Menu screen e Owner Mortgage report This report shows the Mortgage Company for each home in the community if this information has been setup in the owner database The contents of the report and sort order are based on the options selected on the Owner Reports Menu screen e Flex Data Report In each community you may define fields of customized data to be tracked for the owners An example might be Parking Space s This report lists the homes with the Flex Data The contents of the report and sort order are based on the options selected on the Owner Reports Menu screen 103 Owner Profile This report shows ALL the information being stored for the homes and the owners in a community It is a long report which has the option of printing one page per home The contents of the report and sort order are based on the options selected on the Owner Reports Menu screen Owner Group Report Owner groups are defined where
93. ed copies using the Up Down arrows Click the Back button to go back to the first screen where you can change options if needed Any options selected on this my Click the Next button to proceed with the mailing options selected Next Back second screen will be saved when you return to this screen Hi Click the Exit button to exit from the Mailings program without proceeding Exit Email Options If you clicked the Next button to proceed and emailing is part of the options selected on the first screen you will see this screen that gives you options to email owners rather than print Mailing Labels EMail Options Mailings for XX Sample Condominium BAR Please Provide the Email Settings TOPS iMail sends individual emails to each recipient Priority Normal v Attachments Reply To HOAMGMT topssoft cam lt Mamt Reply gt v C Return Receipt V Include Unsubscribe Message Subject Sample Condominium Important Notice Dear 0wnerName This is an important notice regarding PropertyAddress Thank You Click fo insert fields OwnerName PropertyAddress amp Email Options Mark as Billable pl Back Next Exit 2 Logged on as User Jim Smith ALLEL The following explains the email options on this screen 120 Priority You can set the Priority delivery for this owner email The priority will be displayed in MOST personal email
94. eeceesaeeecsesaeeecseseeeesaeeecseaaeeeseeeaeeeees 4 PROPERTY INFORMATION SCREEN OVERVIEW cc cccessssseceessececssseececseseecsesuececsenaececsaeeecsssaececsesaeeeceasseceesaeeeeseaaeess 13 HISTORY SCREEN OVER VIEW i ieseseeesnsoves Haxtieesches opghiteceeessneen Siaeeuvetoenes a oidaweseceenvon Shaereierba bbe tienen 18 RECURRING CHARGES SCREEN OVERVIEW s csssssseeessssceceesececseseececsneeecseaaececsenaeeecaaeecsesuececsenaeeessseeceeaeeecneaaeess 22 SETTERS 2330S ane SA at ee ARS BAe AA ea A AN a Sa A ee AR 25 OWNER NOTES cs E et ee eee ae ee ES 28 Printing Owner NOS esis biases Bees tes BU eas adie Bee esha geen deat abled DIR ein Bade 29 FLEX DATA 2c2 28S aea ae dated E a E E E E A EE ava Gedislea anand 30 FIGAGS P E FE E A E E E Aa ste nit E A E na ooh teak 31 OWNER rA SYA A E EEEE E E E E S 34 LONLA RESALES CREOM ERES AEAN E EE N E EE E N E EEE EN EE 34 Owner Resale Add New OWN Etnsnern a e a NN 37 OWNER CCR RECORDS OVERVIEW cssssscecsesseeessescecesseeecsesaececsesaecessaeecsesueeecseaeececaasecsesaeeecsesuececeusseceesaeeeeneaaeees 40 WORK ORDERS 82 55 fei Sit eee Pak At AeA REA LORAIN A Se AA A AR 41 PRIN Tesco AE E AEE A cece eaten tania etek octet Satcet ee ete E E oat enti 42 ADD OWNER ATTACHMENT er en aree eee a E eE ys cab ea behead ev cave Ee rK Sen eae e cased EE or irene ieee i eene 43 SELECT HOME amp OWNER ea ecto r eR ae Ee E eE Ee Ee AEE eae vib ends Ee EAEE RE E aie aE 46 ALTERNATE MAILING ADDRE
95. een the Previous and New Owners of a home for the period that each has owned the home lt f OD Owner resales XX Sample Condominium Unit ID 500 Current Owner Bill Smith Type Owner 001 Resale Options Resale Date ozer Split History by Resale Date History Goes with Previous Owner History Stays with New Owner Payments Chk Dep Date Code Year Description APPLY CHARGES Maintenance Fee 4808 020307 Maintenance Fee APPLY CHARGES Maintenance Fee 4828 030607 Maintenance Fee APPLY CHARGES Maintenance Fee p Maa fall als Using the mouse single click on the transaction where you wish to split the transactions between Previous and New Owners A blue highlight bar appears on that transaction Click on a different transaction to move the highlight bar 35 X OD Owner resales XX Sample Condominium DER Unit ID 500 Current Owner Bill Smith Type Owner 001 Resale Options Resale Date 0228 07 Split History by Resale Date C History Goes with Previous Owner C History Stays with New Owner Place highlite bar on first transaction for Hew owner Payments Chk Dep Date Code Year Description APPLY CHARGES Maintenance Fee 90 00 4808 020307 Maintenance Fee 90 00 4828 030607 Maintenance Fee 90 00 0 00 APPLY CHARGES Maintenance Fee 90 00 90 00 4840 040807 Maintenance Fee 90 00 0 00 zj A gt Bal PB ok cancel Move the bar to highlight the transaction where you want to split the pa
96. ence and bills statements to this second owner if needed You can select whether to include this second owner record for correspondence and bill statements through the checkboxes on the Owner Flags screen for this owner record Settlement Date Enter the date the home was purchased if known You may leave this blank Move Out Date This is filled in automatically when the home is sold Leave it BLANK for now unless you are entering a Renter Record in which case the field name will display Lease End Date Contact Info Enter the Owner s phone s and e mail if known A completed new Owner Record might look like this New Owner Record 73 Add New Owner screen 3 of S Owners Setup r Here you will enter the owner s information Sn owner z Sort Name Owners Name James Bona tt Bono 2nd Name S pooo Alternate Addr 21300 Brink Parkway Pe ciy Gaithersburg State MD ZipCodel 20879 Carrier 7 Use Alternate Address 2nd Alternate Address Settlemnt Date 03 16 02 Move Out Phone 201 555 1212 Unlisted Work 202 666 1212 Unlisted Alt Unlisted Fax jbond msn net All fields in red are required A mea ie p eee Once you have completed entering the Owner s information click the Next button You will see the Add Owner record confirmation screen Add New Owner screen 5 of S Confirmation New Owner Info You hav
97. er 0 Multiple Owners Record Type Status Balance Collection Hold Action Move Out Settled Date 2nd Owner Alt Mailing Addr Address 1 Address ae 7 State Zip Code fh E Carrier as M Use At Foreign Addr 2nd Alt Addr Mort Co fooo Owner of for this home Contact Info Home Work Unlisted F Unlisted Unlisted Fax Disable Web Interface E Mail Maintain View Send B o cancel Dower K cose Select the first home where you wish to check the Mailing Labels setting Once you have selected a home amp owner you are ready to click on the Flags button Maintain Owner lt OD Maintain owners XX Sample Condominium BAR KEDDACREPLEEHDEE Select PropertyF4 Browse Account F3 400 ILot AUnit F6 400 i Street 400 Easy Street Street Address F2 Name Search F5 00 Notes uo EUL Ganer f Colection fio Late Notice Hold Action Owner Tenny Craig cRaIG 031902 Move out Settled Date 2nd Owner Alt Mailing Addr eontact ito Address 1 11500 E Lake Drive Home Work Att 847 999 4512 847 222 3341 Address 2 Unlisted F Unlisted F Unlisted City Chicago F Disable Web Interface isable Web Interface State fi Zip Code 6Q7DE J Carrier I Use At Foreign Addr 2nd Alt Addr E Mail Maintain al Ps w Send
98. er giving them Unsubscribe the ability to Unsubscribe to future community emails If they Message unsubscribe it will update the owner email settings in Owner Maintain so they will not receive future community emails Subject The default Subject will say Community Name Important Notice You can type any subject you wish into this field however to encourage the owner to open and read it we recommend using the name of the community in the subject line 121 Body The Body text looks like this Dear OwnerNamet This is an important notice regarding PropertyAddress Thank You It will automatically insert each owners name into the email Body if you leave the Dear OwnerName If will also default to the message This is an important notice regarding PropertyAddress where the street address of the home will be inserted You can accept the default message or type your own message as needed However there must be something typed in the Body field or you cannot proceed with emailing owners Attachment You can attach a file or document to this owner email if you wish For example if you are sending out an Annual Meeting Proxy or new community Rules amp Regulations Every email recipient will get this email with the Attachment If there are no Attachments for an email when you click into the Attachments box it will open the Windows file browser Look
99. es Notes already on file for this Owner Through this button on the Owner Maintain screen you can enter view and delete Notes about the owner or the home You will see a blank Owner Notes ready to add a new note New Owner Notes lt SY Maintain Notes Date 04 23 08 Time 15 57 bld wo it Of Ca toa Navigate the Owner Notes screen like this lq 4 p gt p Use the arrows to scroll through all the Notes for the selected Owner is Add Click the Add button to enter a new Owner Note PD ox Click the OK button when you have added or changed an Owner Note then want to save the note Cancel Click the Cancel button to scratch the changes made on the Owner Notes screen TR Click the Delete button to permanently remove the select Owner Note TEER K Close Click the Close button to exit the Owner Note i 28 A sample completed Owner Note would look like this Owner Notes X SY Maintain Notes Date 04 23 08 Time 16 12 Ray Simon s brother Herb Simon will be living at the home for the next 3 months We assigned parking space A201 for his use IREAS ocne Bova oen Save Note Click OK to save the note and clear the screen so you are ready to enter or change the Owner Notes for this same home Change Homes Click Close to exit the Owner Notes for this home You could then select another home within Owner Maintain to enter or change Owner Notes for
100. es Notice the heading bar at the top of the Merge Codes faa By default ALL Merge Codes are displayed But to make them more manageable so you can easily find the Merge Code you want to insert into a form letter use the down browse arrow Zl to open up the Merge Code Categories like this gt Management Co Info Community Fact Sheet Community Info Owner Info Owner Itemized Balances Charge Tables Other Charges Subtotals CCR data Misc Fields Select the Merge Code Category to see just those Merge Codes to select from The letter example below shows the Merge Codes for CCR Data Notice how they are inserted into the Form Letter This is a Violation Letter that will print a detailed description of the CCR Violation and the action the owner needs to take to resolve the violation Merge Codes Inserted into Letters Using Merge Codes in Form Letters l asirmnyn Aisne Cosumeniry Addems Lee Posmariy Atam Lee 2 Eeesti Adimu Lee lemme Rouo CCR data CCR Creston Date CCR Creston Ostej NOTICE OF VIOLATION CCR Request Oste CCR Request Date Commnnity Neme CCR Close Date CCR Ciote Date CCR Approval Type CER Approvsi Type ue Pull CCR Summary Oescription CCR ernie Des pion CCR Stats CCR Oane Resoutor acao CCR Reason For Rejecton CCR Nest inspecton Date CCR Last inspection Dete CCR Prete image CCR Current Action Oste Dew Oven CCR Current Action Oescription CCR Last Acto
101. everal homes at a time Owner Data Account F3 The account number used to identify this home if any The Account is entered into the Property screen since it is fixed information about the home It is only displayed here for your reference and convenience it cannot be changed on this screen only by clicking on the Property button on the toolbar Tip pressing the F3 key to jumps the cursor to the Account field Lot Unit F6 The lot unit number used to identify this home if any The Account is entered into the Property screen since it is fixed information about the home It is only displayed here for your reference and convenience it cannot be changed on this screen only by clicking on the Property button on the toolbar Tip pressing the F6 key jumps the cursor to the Lot Unit field Street Displays the Street Address of this home The Street Address is entered into the Property screen since it is fixed information about the home It is only displayed here for your reference and convenience it cannot be changed on this screen only by clicking on the Property button on the toolbar Street Address F2 Click this button to select a home using the address You will then see the selector screen for selecting the home XX Sample Cond DEAR Bank Street Address ee unex Diamond Avenue i Enter Address Easy Street here or use 10001
102. f Allfiles You have the choice of saving the file to any of these formats e PDF The normal format to attach a report to an e mail e Excel Puts the report into a standard Excel file e HTML Use to make the report part of a web page e Rich Text Use with a report writer like Word All Files Not a file type that can be used for saving Just lists all the files in the chosen folders Save Click the Save button to save the File Name location and File Type This completes the general Owner Reports manual section The following page explains the Special Report Options available on some Owner Reports Special Report Options Certain Owner Reports have unique report options not available on all Owner Reports If there are unique report options for the Owner Report you selected you will see them after you click the Print button above The following are the Special Report Options available as an option for each Owner Report Owner Summary Report Owner Notes If owner notes exist in the Owner record they will print under the listing of the home on the report Print Owner Notes SY TOPS MESSAGE 2 Print Owner Note Standard Owners Report Owner Notes If owner notes exist in the Owner record they will print under the listing of the home on the report 109 Print Owner Notes SY TOPS MESSAGE 2 Print Owner Note Calculation Basis Maintena
103. fy this home It can contain alpha letters and numbers You can use the Lot Unit 13 to select the home Also reports can be printed in Lot Unit order For Condominiums it can be used for the Unit It can be left blank if not needed You cannot use the same Lot Unit over again within the same community Maximum 10 digits Street Address The street address number for this home It can contain alpha characters This is the address number you would use if addressing a piece of US Mail to this home You can use the Street Address to select the home Also reports can be printed in Street Address order It can be left blank if not needed but we recommend that you enter that actual Street Address for the home You cannot use the same Street Address on the same Street over again within the same community Maximum 12 digits Street Name The street name where this home is located Notice the Down Browse Arrow Click this to open up the Street Name selector The Street Name selector looks like this X OD Select Street DER Diamond Avenue Easy Street Supreme Court Edit Street Name OK Can cell Zi You can change the Street Name the home is located on or edit the Street Name to cegfrect it To correct the Street Name click on the Edit Street Name button Unit ID If you check marked Use Apartment in the Owner Control Info then the Unit ID field will be
104. gage companies XX Sample Condo DER Mortgage Company Ea Mortgage Company Name Country Way Mortage Department Mortgage Loans Attention Stephanie Pearson Address fo Bank vault Drive City Bethesda State o Zip Code 20888 Ma OS ee Accepts any changes made to the Mortgage Company displayed on the screen and saves it Use the Browse Arrows to move from Mortgage Company to Mortgage Company Print a Mortgage Company report showing all the Mortgage Companies on file for this community Click Cancel to clear the screen and not save any changes made Click Delete to permanently erase the currently selected Mortgage Company Click Close to exit back to this Owner Database menu See the section to Assign Mortgage Company for details on linking a Mortgage Company to a homeowner 201 Assign Mortgage Company Link a Mortgage Company to an Owner so that you know the Mortgage Companies for each home This can be important if the community s legal documents require notifying the Mortgage Company if the Owner is delinquent or if the community is proposing to amend its legal documents Once you assign a Mortgage Company to an owner you can then print an Owners Report which shows the Mortgage Company for each home Select Maintain from the Owner Database menu To assign a Mortgage Company to an Owner start at Maintain Owner then select the home Maintain Owners lt f
105. h Field to maintain left or right alignment Notice this checkbox next to the button toolbar Must Print Checkmark this box so a Form Letter cannot be emailed only printed and sent by regular mail So where you have a letter that must be sent by first class mail such as a final demand letter checkmark this box so the letter will be printed not emailed Working with Merge Codes Place the cursor where you wish to insert a Merge Code into the Form Letter then click the Merge Code button The Merge Code browser will pop up so you can select the Merge Code to insert The Merge Code browser will open like this Merge Codes Date Full Date MM DD YY Date MM DD YYY Month Number Year Management Name Contact Complete Address Address Line Address Line 2 z City State BLD Management Phone 1 Double click on the Merge Code you wish to insert it into the Form Letter at the cursor position The Merge Codes inserted into letter templates are bracketed abbreviations of the Merge Code name like this Owners Name Owner s Name Merge Code Effects You can have Merge Codes print with the same effects as the regular letter text The means you can have Merge Codes print with these effects e Font Size amp Style e Bold e Italics 148 e Alignment left center right justified We ll cover Merge Codes in more detail below Merge Code Categori
106. he mailing should be billed to the community It will then record the mailing in the community s communication history as billable You can print a report for a range of dates for just the billable mailings to backup the reimbursement if any from the community Click the Next button to proceed with the mailing options selected Next pI Click the Exit button to exit from the Mailings program without proceeding Exit Mailing Labels If you clicked the Next button above and mailing labels were part of the Mail options selected on the previous screen you will see the Mailing Label options Mailing Labels Mailings for XX Sample Condominium Please Select Print Options Not seeing a label you want Let TOPS Technical Support know so we may include it in the Future Paper Options Options Paper Type Select Paper Starting Row Starting Column Avery 5160 1 x 25 8 J C Replace Resident Name Row 1 C Include Preferred Access Key C Use Property Address Column 1 C Second Alternate Addresses Labels print down then across C Use Custom Font amp Print Options C Include Second Owner Names Group by Carrier Route Number of Copies i i Mark as Billable lt y pl Back Next Exit 2 Logged on as User Jim Smith TI 116 We ll describe each mailing label option showing on this screen below Paper Type He
107. he owner communication history will be updated Kor this owner letter Email to email the letter to this owner simply click on the email button or the File menu then select Email Form Letter on the drop down menu If you use TOPS iMail 26 once you click on Send the letter will be sent attached to an email and the owner communication will be updated for this emailed letter If you do not use TOPS iMail then the emailing functions will be inactive Remember If you make changes to the letter template while it is open be sure to Save the changes You can Save changes by clicking the Disk tel button or click File then Save That s how easy it is to print email a custom letter for the selected owner See the Form Letter section later in the Owner Database manual for more information on creating and sending Form Letters 27 Owner Notes Owner Notes are a place you can record any information about a home or owner This could include such things as emergency contact info vehicles key codes etc Owner Notes are always date and time stamped so you know when they were created You can store an unlimited number of Owner Notes per home The Notes can be printed on certain Owner Reports by answering the question Print Owner Notes when completing the Owner Report options See the section titled Reports for more information ia Click the Notes button to type a new Owner Note or view the Not
108. her party If you have not subscribed to TOPS iMail you will this reminder screen E Mail Options Select one of these e mail services to send this e mail Use your internal e mail system such as Outlook If you select this option no history of this e mail will be stored C Use TOPS Mass E Mail Service If you select this option the e mail will be recorded in the Communication History for this owner This is a subscription service offered by TOPS at an extra charge This message is letting you know that your internal email program from your computer will be used to send the payment history to this owner If so then the owner s communication history will not be updated for this e mail If you subscribe to TOPS iMail you will not see the reminder notice above Instead it will open TOPS iMail with the owner s email address s already filled in ready to send All emails sent using TOPS iMail will be recorded in the owner s communication history The email will be addressed to the owner if their email address was entered in the Owner Maintain screen If not or if you wish to email it to another email address you will need to type the email address into the To line at the top 20 Email Owner Payment History Fa New TOPS iMail Sample Condominium wa Open Spelling Usage Discard Recipients 2 Add Attachments Ray amp Nancy Simon lt simonsez1 00 gmail com gt Q ARO503 TXT Ray amp Nancy
109. hin the Account on the MICR line of the check do not enter it with spaces here It should be entered as one continuous number This information is encrypted in TOPS to prevent identity theft You only see the Account displayed fully when you first enter it Thereafter you will only see the last 4 digits of the number Checking Checkmark if the account to be Direct Debited is a checking account Savings Checkmark if the account to be Direct Debited is a savings account Do not be concerned with the fields shown at the top of the screen Added Tested and Last Debit These fields are updated automatically by TOPS as you work with the Direct Debit system The information is displayed here in case you need it Pop Clear Use the Clear button to erase the owner s bank info PB ox Click the OK button to save any changes made to the owner s Direct Debit bank info Cancel Click Cancel to scratch any changes made to the owner s Direct Debit bank info i Screen Navigation KIR gt gt Use the Arrow buttons to move from home to home staying on the Flags screen or jump to the LAST FIRST home The arrow navigation can be handy when you want to review change Flags for a several homeowners at a time Cy The Search button lets you select a particular home in the community Search and jump to the Flags screen for that home DP ox The OK button saves any changes to the Flags for the Owner You wil
110. iMail you will see the Compose E Mail screen Sending with TOPS iMail F New TOPS iMail Sample Condominium ja Ce x Send Open Save Attach Spelling Usage Discard Recipients 2 Attachments Ray amp Nancy Simon lt simonsez1 00 gmail com gt Ray amp Nancy Simon lt www support topssoft com gt Priority Normal Y C Retum Receipt Reply To Jimd HOAMamt com Mark as Billable Subject Sample Condominium Be Current User Jim Davis E New TOPS imail Notice the e mail addresses for this owner are already filled in You may then complete the Subject line and enter a body text for this e mail If you have an attachment to send simply click on the Attachment button For more information on the Compose E Mail screen see the Communications user manual which explains the Compose E Mail screen in detail You can change any of the Owner information from the Owner Maintain screen Likewise you can look up other information about the home and owner such as their payment history recurring charges flag settings etc The Owner Maintain screen is a portal through which you can view and maintain all the information about a home and its owner s You can also use it to send letters and emails to the owner 12 Property Information Screen Overview Property Information is the fixed information about the home regardless of who owns it This includes the street address account lo
111. ies click Cancel to try again Owner Resale Add New Owner The last step in the Owner Resale process is to add the New Owner You will see this screen for adding the Owner Add New Owner lt OD Owner resales XX Sample Condominium Owners Setup T Here you will enter the owner s information Classification Sort Name Owner s Name aT 2nd Name ar kz Alternate Addr _ City Y State e Zipcode J Carrier F Use Alternate Address 2nd Alternate Address Settlemnt Date 02 28 07 Move Out l Phone F Unlisted Work I Unlisted At I Unlisted Add New Owner screen 3 of 5 p All fields in red are required Next D gt Ocorcel Proceed to add the new owner record 37 lt OD Owner resales XX Sample Condominium Owners Setup r Here you will enter the owner s information Classification owner wee Owner s Name DaveHydrent HYDRANT adName Aitenste Addr City X State w ZipCodel iz Carrier Use Alternate Address 2nd Alternate Address Settlemnt Date 02 28 07 Move Out Phone 301 222 1111 F Unlisted Work 202 222 1111 I Unlisted Atg 703 222 1111 Unlisted Fax E Mail daveh yahoo com Add New Owner screen 3 of 5 All fields in red are required Next gt Branca Click Next to proceed Recurring Owner Charges f OD Recurring Charges DER KKOO
112. in 2 Desktop c Ee 2 my Documents Wi alicia Davis Resume Dec 2C 3 My Computer Complete Management Sol My Recent My Network Places 2 For_Jeff_zo100602 Documents Al Adobe Reader 9 generic quantity limit Form ir IGE anytime Organizer BE GoToMeeting Ha Dell Support Center SB GoTowebinar Desktop B5 Investor s Toolkit 5 Wl HealthHistoryForm fa Investor s Toolkit 5 Manual 38 Microsoft Office Excel 200 B Mozilla Thunderbird fy Microsoft Office Word 200 49 Norton 360 ODOBJ files Norton Security Scan 4 OnPoint Survey m A QuickTime Player ES Outlook Express A Roxio Creator Home ORE Lead looking for reser My Documents My Computer lt i l gt a File name Sa My Network Files of type x Cancel Haces I Open as read only From here locate the attachment then double click to select it If there are Attachments already in the email you can right click the mouse button to open the Attachment menu 122 Attach Open This Attachment Remove Selected Attachment Remove All Attachments Click on any menu selection to select it Recommend Attach Portable Document File PDF instead of a Word document or Excel spreadsheet The recipient would need to have Word or Excel in order to open and read the attachment Anyone can open and read a PDF file the reader is widely available and is FREE Email Merge Codes There are 2 Merge Codes you can insert into owner emails
113. in this community With group owners you may also print consolidated mailing labels bills and statements rather than get a separate one printed for each home This can be a handy way to work with groups of homes owned by the same party like a builder Group Owners can be maintained through the menu tab of the same name on the Owner Database Menu From there you can add change or delete Group Owners You can also add a new Group on the fly from the Property Info screen for a home that is part of a group Add Group Owners To maintain Group Owners click this menu tab on the Owner Database menu You will see the Group Owner screen Group Owners lt OD Multi property owners XX Sample Condominium Group Owner Info Owner Group RA ah au SotName Owner Name a Address 1 l Foreign Country Address 2 l City E State S a Phones Home Work Deling Notice Mailing Label Homes in Owner Group a x lq 4 gt gt F2 Update Group Owner Info BP ox Bance F berere Q Close We ll cover each of the items on this screen x Click the down browse arrow to see all the existing Groups in this community This is how you select a Group Owner to view maintain the information on file dh Aad Click the Add button to create a new Group Then complete the fields on the screen 192 Group Owner Data Fields Owner Group Automatically assigned by the sof
114. ini AR Return Payment Info Community Name Sample Condominium Address Line 1 20010 Diamond Drive Address Line 2 Ss en City State Rockville MD Phone Number 301 555 1212 Zip 4 CR 20888 1212 Lockbox Address Location of Homes Options Default Cit Rockville ane y TA a EEA 5 EA F Use Apartment Section Phase Section v Preferred Access Legal Description 1 Lot Block Section C Street Address Legal Description 2 Account Number Lot Number Website Address Update Property Zip Code GF o Cancel We ll discuss each item on this screen so you know how it is used Data Fields Return Payment The general mailing address for owners to send payments It is Info used when printing Bills Statements Coupons and Mail Merge Codes in Form Letters There is a separate address for entering a bank lockbox mailing address if needed in addition to this general payment address You will enter the following information 205 Community Name The name to make payments Payable To which can be printed on Bills Statements Coupons and Mail Merge Codes in Form Letters Address Line 1 The first line of the community address for sending payments which can be printed on Bills Statements Coupons and Mail Merge Codes in Form Letters Address Line 2 The second line of the community address for sending payments It may be skipped if not needed City State
115. int From the Owner Maintain screen you can print a report showing ALL the information on file for the home and owner It is the same as the Owner Profile Report on the Owner Reports menu only just for the selected home If you keep a folder for each home in the community being able to print an updated report every time key owner information changes can be handy Click the Print button to print the Owner Profile Report for the selected home S rm The Print Options screen looks like this Print Options Screen lt Print Reports Unit Owner Profile Report Print To C Screen File Email C Community Web Site Settings d Print Portrait C Landscape I Use Classic Report Mode Onca Select from these print options Print To e Printer creates a printed report e Screen displays the report on the screen rather than printing it to paper e File creates a file which can be saved to a location on your computer e E mail generates a PDF file for the owner reports It then uses the default e mail system Outlook Outlook Express etc to e mail the report to an e mail address in your address book e Community Web Site generates a PDF file that can be uploaded to a web site Settings e Portrait self explanatory e Landscape self explanatory e Use Classic Report Mode TOPS Professional features redesigned reports and a new report engine If you prefer the older report style just checkmark thi
116. interface program so it knows the location of the community web site for uploading of data Update Property Zip Code Update Property Zip Code Use this button where the main default Zip Code for the community has changed It will go through the Property records for every home and update the Zip Code stored there for whatever is the main Zip Code under the Location of Homes section of the Owner Control Info Warning If you have other default City State and Zip Codes entered in the Property record for this community do NOT use this utility option It will replace ALL the Zip Codes in the Property records with the main default Zip Code under the Location of Homes section of the Owner Control Info This completes the instructions for the Owner Control Info 208 Owner Database File Definitions The following data files are available from the Owner Database OD File Utilities option File Name OWNCTL STREET PROPFI OWNERS MORTCO ODNOTF OWNPRP OWNGRP Description Owner Control Info Streets File Property File Owners File Mortgage Company File Owner Note File Group Owner File Owner Property File Group Owner Browser Owner Group File This is the last page of the Owner Database manual section 209
117. ion of how to create Form Letters and use the Merge Codes Collection amp Violation Letters If you print email letters through Owner Maintain you will NOT have a history of the letters like you would using Collection Action AR Module for collection letters or Violation Action CCR Module to print email violation letters Therefore we do NOT recommend printing emailing these letters from the Letter button on the Owner screen For purposes of explaining Form Letters here we will just cover the steps to print email a Form Letter for the owner that was selected on the Owner Maintain screen There are only a few steps involved to print an owner letter 2 Click the Letters button to select and print a letter for this Owner Letters You will see all the Form Letters that exist in this community Select Form Letter OD Select Letter Letter Description Mo enee First Warning Second Warning Final Warning Legal Action First ACC Viol Second ACC Viol Final ACC Viol ACC Approval ACC Disapproval Proxy Form Welcome Letter v w v Rename Delete Select Exit Using the mouse highlight the Form Letter you wish to print for this owner 29 If the letter does not exist you can setup a letter on the fly by typing the letter name on the above screen on an empty line then type the body of the letter template Again we will not cover how to create a new letter from scratch here th
118. ion or change the step of the Collection Action for a particular owner You can do this on the Maintain Owner screen as well as on some screens in the AR module Select Maintain from the Owner Database menu Then select the home where you wish to change the collection action step It will look like this Owner Maintain lt OD Maintain owners XX Sample Condominium SEE 4 gt pi 2 22 0 X amp dd Property History Charges Letters Notes Tar Flags pener i CCR Wrk Ord Print Select PropertyF4 Browse Multiple Owners Account F3 10009 Lot AUnit F6 10009 Record Type Owner oom Street 10009 Bank Street tis Street Address F2 Name Search F5 Balance 215 00 Notes No Select Owner ion s0 attorney Action Hold Action Owner lohn amp Mary Clark CLARK 0 2nd Owner Alt Mailing Addr Contact Info Home Work Alt 301 445 1212 l M Unlisted F Unlisted F Unlisted Cit i Fax Disable Web Interface l Zip Code Carrier Use Alt Foreigf Addr 2nd Alt Addr E Mail Maintain View Send i ia l for Mis home B x Deano Dosa R crose Notice the Status area of the Owner screen This area shows the Balance Due from this Owner as well as the step in the Collection Action that was last taken Address 1 Address 2 Collection Notice the down browse arrow Click the arrow to see the collection steps from the Collection Actio
119. is will be covered elsewhere in the manual under Form Letters For our purposes here we will assume the letter template does exist already The letter template will open like this Form Letter Template XX Sample Condominium Format Help sel x ee A Meine Codes M Must Print 12 Welcome Letter it 2 0x gt 1 A igs BR aieo Eici L 1 X wien t Se Ae ia i d Lok L L L CE ae L Community Name Community Address Line 1 Community Address Line 2 Community Address Line 3 Comm Phone Date Full Welcome Owner Name Mailing Address Dear Owner s Name Welcome to Community Name VVe re gl amp ad to hae you as a new owner in our community We thought this would be a good time to explainNo you styne of your rights and responsibilities since e is located in the Community Name Since your home is part of a Condomimium you px Name In return the community association mainta amenities such as the playgrounds and parking lots Community Name c o Lockbox Community Lockbox Address 1 Lockbox Address 2 Lockbox CSZ X Manaaement Cy Phone 11 Page 1 Line 43 Col 23 10 Print to print the letter for this owner simply click on eithe the printer 5 button or the File menu then select Print on the drop down menu You can then select the printer and the letter will print with the community and owner informatiyn inserted into it like a custom letter T
120. ize the following Font Select which font using the down browse arrow Bold Select BOLD by clicking on the bold button Italics Select ITALICS by clicking on the italic A button Font Size Select the numerical point size of the font Be aware that changing Fonts and Font Size may cause your mailing labels to overflow the size of the mailing label itself Options Starting at the top right side of the screen you will see these further mailing label options 118 Replace Resident Name checkmark this box and then enter the name you wish to use in place of the actual owners name on the mailing For example you could replace the actual owner name with the general term Resident That way the mailing will be delivered to the home no matter who the registered owner is with the US Post Office Include Preferred Access Key The address key shows the Community ID and a home identifier on the label so if the label is going to an Alternate Mailing Address you can tell which home the label is printed for A label with the Address Key will look like this F amp tt ncy Simon 12100 Taft Street Rockville MD 20888 6789 XX is the Community ID 100 is the Account for this home Use Property Address If checked this option will print the Street Address of the home on the label rather than the Alternate Mailing Address This can be handy if you are sending a notice about so
121. l exit to the Maintain Owners screen The Cancel button scratches any changes made to the Flags for the Owner You will exit to the Maintain Owners screen rio 33 Owner Resales If a home has been sold to another party handle the sale here This function will move the current owner to a Previous Owner and then prompt you to enter the name of the new Owner TOPS will keep track of both the new owner and the previous owner for you The payment history can be split between the parties as of the resale date to keep the history accurate between the previous and new owners Warning ALWAYS use the Owner Resale function when a home sells from one party to another It will correctly keep the history of charges and payments for the Previous Owner and the new Owner NEVER simply change the owner name Doing so will cause problems in many areas Most importantly it will distort the history of ownership of this home and the tracking of the responsible party for past charge and payment history Owner Resale Screen s l Click the Owner Resale button to start the process of handling a sale pala of a home The Owner Resale screen looks like this Owner Resale X OD Owner resales XX Sample Condominium Unit ID 500 Current Owner Bill Smith Type Owner 001 bit History by Resale Date Btory Goes with Previous Owner story Stays with New Owner Cok Dep Date Code Year Description y Maintenance Fee 90 00 Maintena
122. le lt f SY New community setup XX Sample Condominium SEE Misc Owner Charges SW Charge GL Sad O O O m Late Fees 6340 000 Late Fee Income 1340 000 Late Fees Receivable NSF charges 6380 000 Owner Admin Fees Income 1380 000 Owner Admin Fees Receiv Admin Fees 6380 000 Owner Admin Fees income 1380 000 Owner Admin Fees Receiv interest 6390 000 Owner Interest Income 1390 000 Owner Interest Receiv Attorney Fees 6350 000 Legal Fees Reimbursement 1350 000 Legal Fees Receivable gt All fields in red are required Accounting Method ACCRUAL M ap Add P Eae 4 Baok Next D gt Deane Description Merge code Sample Late Fees Misc Chg 01 Balance Due NSF charges Misc Chg 02 Balance Due Admin Fee Misc Chg 03 Balance Due Interest Misc Chg 04 Balance Due Attorney Fees Misc Chg 05 Balance Due Work Order Misc Chg 06 Balance Due Misc Charges Misc Chg 07 Balance Due Special Assmts Misc Chg 08 Balance Due User Defined 9 Misc Chg 09 Balance Due User Defined 10 Misc Chg 10 Balance Due User Defined 11 Misc Chg 11 Balance Due User Defined 12 Misc Chg 12 Balance Due 164 User Defined 13 Misc Chg 13 Balance Due User Defined 14 Misc Chg 14 Balance Due User Defined 15 Misc Chg 15 Balance Due User Defined 16 Misc Chg 16 Balance Due User Defined 17 Misc Chg 17 Balance Due User
123. leting this home and owner completely from this community As a Safeguard you will see this confirming message OD DELETE PROPERTY A OK to delete the property owners No You must click Yes to proceed Once you click Yes the home and owner s will be deleted permanently Again you CANNOT delete a home and owner where payment histories exist You can only delete a home and owner where there is no payment history records existing 76 Delete Owner Record You can Delete an owner record for a home if needed Perhaps you wish to delete a Renter or a secondary owner record you can do that in a few easy steps However you CANNOT delete an owner where payment history records exist This safeguard exists to prevent you from affecting the accounting integrity of the software If an owner had charges and payments in the payment history then the General Ledger also received these transactions and they were reported on past financial statements for the community Deleting the owner might affect the audit trail of charges and payments for this community In order to delete an owner with payment history records you must first waive any balance due so the home is has a zero balance Next you would have to erase any payment history records As a safeguard we will not discuss how to erase payment history records here it is covered elsewhere in these manuals Select Maintain from the Owner Database menu
124. lights snow removal Tot Lot Pool What Association Fees Cover What Association Fees Cover Common Area Maintenance Street Repair Nearest cross Street Intersection Nearest Cross Street Intersection Happy Valley Rd and Jomax Directions to Community Directions To Community From l 17 take first right Late Payment Policy Late Payment Policy Payments received after the 15 are subject to a 10 Late Fee Screening Orientation Policy Screening Orientation Policy Prospective purchasers must meet with the Board of Directors prior to settlement for a community orientation Architectural Approval Policy Architectural Approval Policy 45 days or disapproved 154 Leasing Policy Leasing Policy Copies of the lease must be sent to the management office The lease must state that renters are subject to all community Rules amp Regulations Violation Policy Violation Policy The community has the right to enforce architectural violations and violations of the Rules amp Regulations Fines are levied for non compliance to the community Rules amp Regulations 155 Community Info These Merge Codes pull information from the Community File and Owner Control File Community File X SY Community Setup Information Community ID ho Community Name Bample Condominium Community Report Name Sample Condominium Ow
125. link with this home or single click to highlight the Mortgage Company and then click the OK button Once you select the Mortgage Company for the home you will see it displayed on the Maintain Owner screen Maintain Owner X OD Maintain owners XX E Condominium a s Select PropertyF4 Browse i Multiple Owners Account F3 100 Lot Unit F6 100 a Record Type Owner o0 Street 100 Easy Street L r Status Street Address F2 Name Search F5 Balance oo hae fo Select Owner Collection x l I Hold Action Ray amp N Si SIMON l Owner sah eae Rene SG Settled Date 094200 Move Out 2nd Owner Alt Mailing Addr Contact Info Address 1 12100 Taft Street Hope Kok 301 555 1212 202 222 3322 301 881 1212 Address 2 I Unlisted F Unlisted F Unlisted a 7 isanle Vvel ertace State t MD Zip Zp Cie 20888 6789 Carrier l Foreign Addr 2nd Alt Addr E Mail Maintain View Send BP o cancel Bote Roose Click the OK button to save the changes to the Owner and exit 203 Pool Pass Pool Pass is an optional module It is located on the Owner Database menu because it relates to the owners The Pool Pass program allows you to maintain owner memberships via a membership database and ID generation with embedded digital pictures Use the Pool Pass module to manage membership data for facilities such as e Swim
126. ls MBR Avery Labels 5261 1 x 4 C 4145 1546 x 31 2 C 4146 1 746 x 4 Export File Starting Row 01 S Print B canoe Select the Label Type you wish You also have the option to create an Export File which can be used with another application b Pim Click the Print button to proceed with printing Mailing Labels can cl Click the Cancel button to exit from printing Mailing Labels Last you can either print Mailing Labels to a printer or display them to the screen Output Type lt Print Reports OD Officer label Print To ei Screen e Portrait Settings Print Cancel Normally with Mailing Labels you would want to print them so you would probably always want the default selection of Printer f Pim Click the Print button to proceed with printing Mailing Labels You will then see the normal Windows printer selection screen so you can direct the print job wherever you wish Cancel Click the Cancel button to exit from printing Mailing Labels This completes the instructions for printing Officer Mailing Labels 191 Group Owners Group Owners can be used where an owner owns more than one home within a community and you wish to maintain the contact information in only one place for all the homes in the group If you change any of the information on file for a Group Owner the changes will be reflected for every home owned by the Group Owner
127. maining periods through the end of the current year like loan acceleration when in default Normally this check mark is activated automatically for you when you add the Accelerated balance through an Add Waive expense adjustment Check marking the box here WITHOUT adding an Accelerated balance to the owner s account will have no effect it will automatically be unchecked the next time you Apply Charges in this community You can uncheck this box if the Accelerated balance has been waived for an owner and no Accelerated balance any longer exists Otherwise we recommend not changing this box When the last Accelerated balance is earned at the end of the year the system will automatically deselect this box as you apply charges 93 Bills Statements Flag This controls whether an owner gets invoices statements and coupons for this home If there are multiple owners of a home you can select which one gets the billing notices Uncheck this box if this owner is NOT to receive the invoices statements and coupons for this home such as a Renter Select Maintain from the Owner Database menu You will see the Maintain Owner screen Maintain Owners X OD Maintain owners XX Sample Condominium 4 lt gt Pl 2 a a 2 z amp Owner Select PropertyF4 Browse Multiple Owners Property History Charges Letters Notes Pma Flags guner cer wirk Ord Print Account F3 i AU
128. mark Form Letters as Bill to Community then print a month end report so you can be reimbursed for postage printing and mailing expense Merge Code Overview Notice the Merge Codes button Merge Codes at the top of the screen Place the cursor where you wish to insert a Merge Code into the Form Letter then click the Merge Code button The Merge Code browser will open like this Merge Codes A Date Full Date MM DD YY Date MM DD YYYY Day Full Month Full Day Number Month Number Year Management Co Name Management Co Contact Management Co Complete Address Management Co Address Line 1 Management Co Management Co Management Co Management Co Zip Management Co Phone 1 Locate the Merge Code you wish to insert Use the Merge Code categories option to help you narrow your search fa By default ALL Merge Codes are displayed But to make them more manageable so you can easily find the Merge Code you want to insert into a form letter use the down browse arrow 7l to open up the Merge Code Categories like this Management Co Info Community Fact Sheet Community Info Owner Info Owner Itemized Balances Select the Merge Code Category to see just those Merge Codes to select from The Merge Codes inserted into letter templates are bracketed abbreviations of the Merge Code name like this Owners Name Owner s Name See the explanation under Add letter
129. ment History The Date is very important in TOPS it is used to determine the Owner s account balance as of any given date The transactions in the Owner Payment History may not always be in 18 exact date order Instead by default TOPS will display the transactions in the order they were done rather than by strict date order But even if transactions show out of date order TOPS knows how to read them correctly by date in order to give the correct owner account balance on a certain date There are A R Utilities that can be used to re order Owner Payment Histories in strict date order But these should only be run by someone who is familiar with the issues that may be caused by such a utility The A R Utilities are discussed under the manual section titled Utilities Payments Only owner Payments or payment adjustments like an NSF check are displayed in this column Payments are always subtracted from the owners balance due A payment adjustment may add or subtract from the owner balance due Check If a payment transaction the Check if any will display here If a Check has not been entered for a payment then TOPS will assign a transaction in place of the Check Deposit Date If a payment transaction the Deposit Date will be shown in this column This is the date you will see an Owner Cash Receipt transaction in the community s general ledger Code TOPS keeps track of owner b
130. menu choice to insert a Table into the form letter at the cursor position You will see the Tables configuration Insert Table of Columns an E of Rows w OK Cancel Enter the of Columns and the of Rows for the table then click the OK button A table will be inserted into the form letter as configured A table is a grid of rows and columns which looks like this Each cell in the table can be separately controlled with different fonts justification and tab stops Row A row is a horizontal set of cells in the table Click this menu choice to insert or delete a row from a table Insert Delete It will take the selected action based on the cursor position in the table Column A column is a vertical set of cells in the table Click this menu choice to insert or delete a row from a table Insert Delete It will take the selected action based on the cursor position in the table Table Options click this menu choice to further configure the size and position of the table within the form letter 143 Table Properties Background None C User defined L Auto v Other Vertical alignment Line width G v Test distances Left 0 00 PL Top 0 00 Pt Right 0 00 Pt Bottom 0 00 Pt 7 Set the size of the table rows Line Width and the text locations from the border of the table Test distances You can also set Background colors and the position of the
131. mething that affects the actual residents of the community like street repaving or cleaning Second Alternate Addresses print a label for those owners who have a 2 Alternate Address in the owner record The 2 Alternate Address might be used to include a property manager in community mailings who is maintaining the home or if the homeowner has a secondary residence Include Second Owner Names If there are 2 owners on file for some homes in this community do you want to print their name on the mailing labels too US Postal regulations do not allow more than a 5 line address so if you select to Include Second Owner Names it will print their name on the label too as long as it will fit within the 5 address line limit Group by Carrier Route If you have captured the Zip Code Four Carrier Route in the Property Info for each home you can print mailing labels in a presorted order to get lower postage rates on mailings Checkmark this option to print labels or envelopes in a presorted order by Zip Code Four Carrier Route Note The Carrier Route option is not available for Avery 5160 labels because the label is too small to allow the formatting required by the US Postal Service This option is available for any of the larger label sizes 119 Number of Copies By default it will print 1 label or envelope per home If you wish to print multiple labels envelopes you can increase the number to the desir
132. ming Pools e Tennis Courts e Golf Courses e Fitness Facilities You can print passes with member pictures print member lists track ages of children and identify delinquent owners who might not be eligible to use the recreation facilities If you purchased this optional module it will be active and you will be able to use it If you click on this menu tab and nothing happens it means you do NOT own the Pool Pass add on You would need to contact the TOPS Sales Dept at 800 760 9966 to purchase this module 204 Owner Control Info The Owner Control Info contains default information about the community and owners along with options for handling different things in the owner database Normally it is setup using the community setup wizard on the Setup menu But you can go back and make changes to the Owner Control Info at any time The Owner Control Info stores such things as the default City State and Zip Code for the homes in the community that way you do not need to enter the City State and Zip Code for every home in the community It also stores return mail addresses used when sending bills and coupons to owners Other important defaults are also stored in this file To access the Owner Control screen click the Control Info tab on the Owner Database menu Select Control Info from the Owner Database menu You will see the Owner Control Info window Owner Control Info lt OD Owner Control XX Sample Condom
133. mmunity or parts of a community e Owners Summary Report This shows the basic owner information for of each home in a brief format It is the report normally given to community officers when they want a listing of the owners The contents of the report and sort order are based on the options selected on the Owner Reports Menu screen e Telephone Directory This report prints a phone directory listing of the owners If an owner has the unlisted box check marked for their telephone numbers their numbers will not be printed on this report The contents of the report and sort order are based on the options selected on the Owner Reports Menu screen e Standard Owners Report This report shows much of the information on file for the owners The contents of the report and sort order are based on the options selected on the Owner Reports Menu screen e Single Spaced Owners Report For large communities with many owners this is the most compact owner report available It limits the information printed to just one line per home for most owners The contents of the report and sort order are based on the options selected on the Owner Reports Menu screen e Annual Meeting w Signature This prints a sign in report to be used when processing owners into the Annual Meeting It has the option to start a new page with each letter of the alphabet if printed in owner name order An asterisk next to the owners name on the report means there is a balance du
134. n Hold Action Warren Carter CARTER Owner arre i Settled Date 09 05 99 Moye Out 2nd Owner Alt Mailing Addr Contact Info Home Work At 301 887 1133 Unlisted Unlisted Unlisted Fax V Disable Web Interface ip Code Carrier M Use Ait Foreign Addr 2nd At Addr E Mail Maintain View Send amp 2 A r ox cancel Doaiee 2 ciose Notice the Property button at the top of the screen Address 1 Address 2 88 Click on the Property button Property You will see the Property Info for this home Property Info lt OD Maintain Property DELES Record 7 Account Lot Unit s 600 2 Street Address 600 Street Name Easy Street j Unit ID Section 001 Here you will enter any additonal property information Lot Block Section i 600 Block 4 Section 1 NA Group Owner Square Footage Assessed Value Zip 4 Carrier Route ZB ox Dewreel Notice the G L Cost Center field Simply enter the correct GL Cost Center for this home The complete screen with the Cost Center entered will look like this Cost Center Active 89 X OD Maintain Property AIL AL ald Record 31 Account Sey Lot Unit swag Street Address 4150 Street Name Supreme Cout Unit ID Section Here you will enter any additonal property information Lot Block Section NA Group Owner no x Gro
135. n Date Tt Res come te par mention thar ax Archtecturn Change bas been made your owe All AmRitecrurs CCR Last Acton Decrption ce 3 obor Qag wast be appeared by G 2 that te pemerss Be appearacce apd wcheteccars barmot Y CCR Volaton Fee cc of ecoqmanets Thu be See of cw pepet CCR Code anc Sescretion i CCR Article Cied C The Artanema ainos tha me pael i Gencr ded baot CCR Days Level cc CCE Detailed Deseriporn CCR 8 Onys Level 2 C a S CCR Days Lever 3 t Ta help ta iz car efir to preserve Se appewance of the comeueiny we ask yout conpertise amp tatingees COR amp Days Level 4 Y ofthe folewagacneas CCR s Days Levei 5 r CCR Days Level CCR 8 Days Levei 7 CCR 8 Dey 8 CCR Days Level be CCR amp Days Level 10 COR Days L110 CR Owner Revolution Acton Myon cessi compis Wid Gis geen wota the rant JO Gays or foai thar the reqeent ii anliit yea Rave the ngr of appeal to the community s elected Bowt of Durccon Te appeal pou masr subest piner a te addres above You wii be costacned by imprezie of Qe Asmscuron We pprcure rear aopen st Gi cane 149 Here is another sample CCR Letter showing a number of Merge Codes inserted Sample CCR Letter FL Form Letter XX Sample Condominium File Edit Insert Tables Format Help wal slala els selfs Al iat Merge Codes I Must Print 06 First ACC Viol z e z u E a a a for l ole 3 ze a f a piis peci RE pr e
136. n Table for this community Select the step from the Collection Action Table where you wish to place this Owner Collection Action Steps 60 lt f OD Select Action DAR Act Lvi Description _ Late Notice First Warning Second Warning Final Warning Attorney Action Lien Just double click on the step or single click and then click OK You will see the step you select displayed in the Maintain Owner screen Maintain Owner Collection Action f OD Maintain owners XX Sample Condominium BAR Select PropertyF4 Browse Multiple Owners Account F3 10009 Lot wniter6 10009 Record Type Street 10009 Bank Street Street Address F2 Name Search F5 Balance 245 00 Collection Select Owner f Hold Action owner Hohn amp Mary Clark CLARK i tied pate 122099 Move Out 2nd Owner r Alt Mailing Addr Address 1 At 301 445 1212 l Address 2 I Unlisted F Unlisted P Unlisted City Fax l F Disable Web Interface State Zip Code Cg Use Alt Foreign Addr 2nd Alt Addr E Mail Maintain View Send L Mort co 000 B 4 Owner 1 of 1 forthis home z a Dcos Dowie cies In addition to manually placing an Owner at a particular Collection Action step you can also checkmark the Hold Action to freeze them at this step if you wish 61 Hold Collection Action A hold st
137. nanenenenes Controllnfo _ To activate Section Phase s first click on the Owner Control Info click this menu tab on the Owner Database menu You will see the Owner Control Info Owner Control Info lt OD Owner Control XX Sample Condomini SEE Return Payment Info Community Name Sample Condominium Address Line 1 20010 Diamond Drive tst S S Address Line 2 A City State Rockville MD Phone Number 301 555 1212 Zip 4 CR 20888 1212 Lockbox Address Location of Homes r Options Default City Rockville I Use Apartment ss Section Phase Preferred Access Legal Descriptio 4 C Street Address Legal Description 2 Account Number Add More City State Lot Number Website Address Update Property Zip Cofle PF ox Oeancel Notice the field labeled Section Phase 83 4 Click the down browse arrow on the Section Phase field You will see the choices to use for activating the Section Phase tracking None Choose either Section or Phase by double clicking on it Now that you made a selection you will see it in the Owner Control Info Owner Control Info lt f OD Owner Control XX Sample Condomini SEE r Return Payment Info Community Name Sample Condominium Address Line 1 20010 Diamond Drive Address Line 2 __ City State Rockvile MD Phone Number 301 555 1212 Zip 4 CR 20888 1212 Lockbox Address r Location of Homes r
138. nce Fee 90 00 Maintenance Fee 90 00 Maintenance Fee 90 00 Maintenance Fee 90 00 e Bat B OK cancel We ll explain hoy to c mplete the options on this screen to start the resale process Data Fields Resale Date Enter the Resale Date which is the date the home sold from the previous owner to the new owner You must enter a Resale Date Payment Ideally you want the charge and payment history kept with the History responsible owner for the period they owned the home TOPS gives you three options to keep the payment history with the appropriate owner 34 e Split History by Resale Date takes all the transactions PRIOR to the split date and keeps them with the Previous Owner Any transactions in the payment history dated from the split date FORWARD are attached to the New Owner See next section to Manually Split History e History Goes with the Previous Owner all payment history transactions are kept with the Previous Owner The New Owner starts out with no transactions on their payment history e History Stays with New Owner all payment history transactions stay with the New Owner of the home These options will automatically handle the payment history between the Previous and New Owners Checkmark one of the above options to handle the payment history between owners Manually Split History The goal with a resale is to accurately keep the charge and payment history betw
139. nce Fees can be calculated using different basis You can enter the amount of the Maintenance Fee directly into a Charge Table or you can have TOPS calculate the amount for you if the charge is based on one of the following Select Calculation Basis X Select Report Option C ik Ratio C Square Foot a o Assessed Value if the Maintenance Fee is based off the Assessed Value of each home stored in the Property Info check this option to the calculation basis prints for the home Ratio if the Maintenance Fee is based off the Percentage Ownership ratio of each home to the total community check this option to the calculation basis prints for the home Square Foot if the Maintenance Fee is based off the Square Footage of each home stored in the Property Info check this option to the calculation basis prints for the home Click OK to proceed Owner Profile Report If owner notes exist in the Owner record they will print under the listing of the home on the report Print Owner Notes 110 SY TOPS MESSAGE 2 Print Owner Note Telephone Directory Exclude Unlisted Numbers Does not print owners with checkmarks on the Unlisted Phone Numbers in the Owner record Exclude Unlisted SY TOPS MESSAGE jJ Exclude Owners with Unlisted Numbers Annual Meeting w Signature Mark Delinquent Owners Prints an asterisk next to each owner that owes an amount as of the date
140. nd L 5 J LS sae ina 4 gf this home z a Deane Dowie R cios Click on the Flags button You will see the Owner Flags for the owner you selected Owner Flags lt OD Owner Options Er KKODE Unit ID 400 Owner Jenny Craig Control Flags Hold Delinquency Notice old Payment V Bills Statements llailing Labe V Special Forms Direct Debit B o canoe A check mark here means this owner gets the Bills Statements and Coupons for this home Where there are multiple owners of a home this lets you pick and choose which ones get the bills from the community 95 Mailing Labels Flag You have control over which owner records have mailing labels printed If there are multiple owners of a home this gives you control in selecting which ones get the mailing labels Uncheck this box if you do NOT want this owner to have a mailing label printed To check or change this setting do the following Rennes i Select Maintain from the Owner Database menu You will see the Maintain Owner screen Maintain Owners lt OD Maintain owners XX Sample Condominium ld pi p 2 2 8 6 a oe a ez dd Property History Charges Letters Notes Data Flags paur CCR Wirk Ord Print j J Select PropertyF4 Browse Account F3 ot Unit F6 Street Street Address F2 Name Search F5 z Select Owner Own
141. nd choose who receives the Bills Statements and payment coupons Mailing Labels Checkmark if this owner is the one who should received Mailing Labels for this home Where there are multiple owners of a home or renters this gives you the ability to pick and choose who receives the mailings from the community Special Forms If you used the Form Letter program to create a special form like a customized bill which you wish to send to some or all owners in a community checkmark this box to indicate which owners should receive the Special Forms Direct Debit If this owner has elected to pay their maintenance fee by Direct Debit checkmark this box then complete the Direct Debit bank setup TOPS has the built in ability to generate the required NACHA file under the Direct Debit menu tab on the Global Functions menu The following are instructions to complete the Direct Debit setup for an owner Direct Debit Setup 32 lt OD Direct Debit Info Added Tested Last Debit Bank Information Bank ID 222344324 Account 23243245234532453 Account Type Checking Savings By Clear PB ox Cancel Bank ID The 9 digit ABA that identifies the owner s bank It is the first set of MICR numbers on a typical owner s check This information is stored in TOPS with data encryption to prevent identity theft Account The owner s bank account Although there may be spaces wit
142. needs Use the down browse arrow to select from e Street Address e Account e Lot Unit e Sort Name Last Name e Zip Code Select the order you wish for the mailing Process For Select the homes you wish to include in this mailing Use the down browse arrow to select from e All Homes will do a mailing that includes every home in the community e Range of Homes type in the starting ending range of homes or use down browse arrow to open the homes 124 selector eseeseocsesseseseesesessesesesscesessecsesessosessesesessesosesee End v e Section Building if you select this option you will see the Sections Buildings that are defined for this community C 000 No Section Building C 001 C 002 C 003 Checkmark the Section Buildings to include The Section Building number must be coded into the Property Info for each home in order to use this as a mailings option Bis Use Checkmark ALL or UnCheck All buttons to make selecting the Section Building easier e Selected Homes If you want to do a mailing to individually selected homes you will see the homes selector Account Legal Name Type A Ray amp Nancy Simon H C 10001 Diane Sawyer PEE C 10001 Dib amp Betty Jones H C 10002 Joe amp June Smith H C 10005 Rick amp May Day H C 10006 Bob amp Beth Mays H C 10006 Dick Smothers R MI linna Jnhn
143. ner Alt Mailing Addr Contact Info Arenai m Home Work 3 Address 2 F Unlisted F Unlisted Unlisted City Fax Disable Web Interface State Zip Code J Carrier Use At Foreign Addr 2nd Alt Addr E Mail Maintain View Send se ia 4 for this home z a Deane Dowie Kios Select ANY home amp Owner in the community Once you have selected a home amp owner you are ready to click on the Property button Select Property Info 79 lt OD Maintain owners XX Sample Condominium DER HARRERA r Select PropertyF4 Browse Multiple Owners Account F3 810 ILot Uni Record Type i Owner foot 810 Diamond Avenue Status Street Address F2 Balance 00 Notes NO i Collection i I Hold Action r Select Owner Mary Jones y Owner Mary Settled Date 10 0198 Move Out 2nd Owner Alt Mailing Addr r Contact Info Home VWork At Address 1 301 555 2314 Address 2 iii Unlisted F Unlisted I Unlisted City Fax IV Disable Web Interface State Zip odef J Carrier I Use 4t Foreign Addr 2nd Alt Addr E Mail Maintain View Send Mort Co 000 B om Oearcel Boater K oios Owner 1 of 1 fg Click on the Property button The Property Info looks like this Property Info lt OD Maintain Property BEE KELLE Record 20 Account Lot Unit Group Owner Squa
144. ner Mailing Display Name Sample Condominium Community Mailing Address Address Line 1 l 20010 Diamond Drive Address Line 2 City Rockville State MD Zip al 20888 J 4321 Phone 555 1212 Taxpayer ID 52 9999999 Community Data Path XX All fields in red are required oOo Next J gt Qconcel Description Merge code Sample Community Name Community Name Circle Community Ranch Community Address Line 1 Community Address Line 1 P O Box 777 Community Address Line 2 Community Address Line 2 optional second line of address Community Address Line 3 Community Address Line 3 Phoenix AZ 85302 Community Phone Number Comm Phone 602 999 8888 The following Merge Codes pull info from the Owner Control File Owner Control File 156 lt OD Owner Control Return Payment Info Website Address Update Property Zip Code Fe See ena reais aae Community Name Sample Condominium Address Line 1 20010 Diamond Drive Address Line 2 City State Rokie MD Phone Number 301 5551212 Zip 4 CR 20888 1212 Lockbox address pee a Rockville ae ESS abe a E Am EA Use Apartment Address 2 Section Phase None v Preferred Access City Legal Description Lot Block Section Street Address Zin 4 CR Account Number Legal Description 2 C Lot Number Required Fields ZB OK Dcancel lt OD Lockbox Address gmmunity N
145. ners X OD Maintain owners XX Sample Condominium Id gt Pi 2 2 a s n a w Property History Charges Letters Notes max Flags z CCR Wrk Ord Print T Owner Resale Select PropertyF4 Browse Account F3 o AUnit FB s Street Street Address F2 Name Search F5 Select Owner Multiple Owners Record Type Status Balance Collection Hold Action 0 a Move Out Owner Settled Date 2nd Owner Alt Mailing Addr Address 1 Address 2 D City State Zip Code fanaa iam Carrier M Use At Foreign Addr 2nd Alt Addr Mort Co fooo Owner of for this home Contact Info Home Work Alt SE See See F Unlisted Unlisted P Unlisted Fax M Disable Web Interface E Mail Maintain View Send ZF o Dcence O orere 2 cios Select the first home where you wish to check or change the Direct Debit settings Once you have selected a home amp owner you are ready to click on the Flags button Maintain Owner 100 lt OD Maintain owners Sample Condominium BAR PEDUNGPERELERYHEH Select PropertyF4 Browse Account F3 100 BhLot AUnit F6 100 B 4 Street 100 Easy Street Street Address F2 Name Search F5 since 00 Notes uo Select Owner a ion 1 BA 7 Hold Action Ra amp Nancy Simon SIMON ee X y g Settled Date 0942 00 Move Out 2nd Owner Alt M
146. nit F6 B 4 Record Type Street r Status Street Address F2 Name Search F5 R le Nates Select Owner Collection iy l 7 Hold Action Owner ol i Move Out 2nd Owner Settled Date ove r Alt Mailing Addr r Contact Info Rane A Home Work 2 Address 2 I Unlisted F Unlisted I Unlisted City Fax Disable Web Interface State Zip code a Carrier Use Alt Foreign Addr 2nd Alt Addr E Mail Maintain View Send lg aa for this home za Beane Poua Rose Select the first home where you wish to check the Bills Statements setting Once you have selected a home amp owner you are ready to click on the Flags button Maintain Owner 94 X OD Maintain owners XX Sample Condominium DEK KRILI Select PropertyF4 Browse Account F3 400 BhLot AUnitcF6 400 s Street 400 Easy Street Street Address F2 Name Search F5 dnce r Notes uo Malate ORNE Colection fio amp Cate Notice Hold Action Tenn Crai craic l Owner Jenny Craig Settled Date 034902 Move Out 2nd Owner j Alt Mailing Addr Contact Info Address 1 11500 E Lake Drive Hame eR a 847 999 4512 847 222 3341 Address 2 Il Unlisted F Unlisted T Unlisted y faba F Disable Web Interface ax isable Web Interface State fi Zip Code 60705 J Carrier I Use At J reign Addr 2nd Alt Addr E Mail Maintain View Se
147. ntain Group Owners click this menu tab on the Owner Database menu You will see the Group Owner screen Group Owners lt OD Multi property owners XX Sample Condominium Group Owner Info Owner Group dh acd SotName Owner Name S Se Address 1 Foreign Country Address 2 _ City T State oa ld Phones Home Work Deling Notice Mailing Label Homes in Owner Group 4 4 gt P F2 Update Group Owner Info 2 oK Oconcel Dower yu Close You can now select the Group Owner to delete Click the down browse arrow to see the existing Groups in this community Select the Group Owner by double clicking on it 196 You will see the selected Group Owner record Group Owner lt OD Multi property owners XX Sample Condominium Group Owner Info Owner Group La Sort Name koso ooo Owner Name Towson Investmerts Address 1 f1 04 Sundown Road F Foreign Country Advess2 City frowson State Mo zip roses Phones Home Work fat 0 555 1212 fat 0 555 1111 IV Deling Notice V Mailing Label Homes in Owner Group Re ada Home 300 Easy Street 300 300 a Delete Home lq 4 gt gt F2 Update Group Owner Info Bo Oc Be sure you wish to Delete this Group record before proceeding Notice the Delete button at the bottom of the Group Owner screen 3 Del ae Click the Delete button to permanently delete
148. o you previously in case you had overlooked making payment to the Commnmity Now we must request that you make immediate payment of the above amount The Community s legal documents Declaration of Covenants which you agreed to abide by when you purchased your home requires prompt payment of Assessments or the Community has the authority to enforce collection through various legal means including filing a Lien against your home We do not wish to take collection action but your continued delay in paying the Assessment may force us to do so If there is a reason that you are withholding payment or if you are experiencing some financial hardship please contact our office above to discuss the matter If you do not make immediate payment or contact our office to discuss the matter we will follow the collection procedure approved by Sample Condominium We urge you to make full payment immediately or contact this office to avoid further collection action Sincerely Agent for Sample Condommium We ll list all the Merge Codes by category starting on the next page 152 Available Merge Codes Management Company Info These Merge Codes pull information from the Management Company File Management Company Info Please enter information about your management company xi Email Address 1 Email Address 2 Company Name ManagementCompanyInc Contact Name President Address Line 1 12001 N 102nd Stet st sts
149. ocument click this menu choice to browse your computer to open a recognized document created in another word processor like MS Word The TOPS Form Letter program should import the document maintaining the formatting from the original After importing you would probably want to insert Mail Merge Codes to make this a template that would work for any homeowner Export Form Letter click this menu choice to take a selected form letter and export it to a file on your computer that you could use with another application like MS Word Form Letter Manager click this menu choice to copy existing letters from the current community to another community or copy existing letters from another community into the current community Do Not Attach Form Letters click this menu choice to print the selected letter for owners but NOT keep a copy attached to the owner s record Print Form Letter click this menu choice to print the selected letter for an owner You can then direct the letter printing to any recognized printer on your computer system This WILL attach a copy of the letter to the owner s record Print Preview displays the letter to the screen so you can see it prior to printing it You can make changes to the letter prior to printing through the Preview Tge changes made on the screen are not saved to the owner communication history 138 Email Form Letter you must have activated TOPS iMail in o
150. od Flat Dollar Amount v GA Income Account 6310 999 Assessment Income GA Receivable Account 1310 999 Assessments Receivable R i t Dollar Num of Charge Catgs 3 J AMOUNT _LATEFEE Mni Rato 01 Duplex 02 Townhome 03 Piggybacks 04 05 06 07 5 00 6 00 6 00 Accounting Method All red fields are required dh ac 90 00 140 00 155 00 H B o Banoe Close Description Merge code Sample A1 Balance Due A1 Balance Due Accumulated total for owner A1 charge A1 Charge Table Name A1 Charge Name Maintenance Fee A1 Charge Description A1 Charge DESC Duplex A1 Charge Table Amount A1 Charge AMT 60 00 A1 Late Fee Charge Lat Fee AMT 5 00 C1 Balance Due C1 Balance Due C1 Charge Table Name C1 Charge Name C1 Charge Description C1 Charge DESC C1 Charge Table Amount C1 Charge Amt C1 Late Fee Charge C1 Late Fee Amt 161 C2 Balance Due C2 Balance Due C2 Charge Table Name C2 Charge Name C2 Charge Description C2 Charge DESC C2 Charge Table Amount C2 Charge Amt C2 Late Fee Charge C2 Late Fee Amt C3 Balance Due C3 Balance Due C3 Charge Table Name C3 Charge Name C3 Charge Description C3 Charge DESC C3 Charge Table Amount C3 Charge Amt C3 Late Fee Charge C3 Late Fee Amt C4 Balance Due C4 Balance
151. of Directors Officer Info officer Officer Name Sort Name Property Addr Mailing Address Address 1 Address 2 City Ste zf T Contact Info Nii Home Fax Cell Phone s E Mail Title Term Expires a dh aaa BF o OCancel W close Notice the Print Reports button Click the Print Reports button You will see a screen for selecting which Officer Classes to include on the Report 186 Select Officer Classes X OD Officer report DAR Report Date this will be used in the heading of the report so you know when the report was printed as of It will default to today s date but you can overtype it with any date you wish All the Officer Classes will be selected with a checkmark You must click to turn off the checkmarks for Officer Classes where you don t wish to include on the Report ey rin Click the Print button to proceed with printing the Officers Report i saan Click the Select All button to select all Officer Classes x EAN Click the Clear All button to clear the selection of all Officer Classes Cancel Click the Cancel button to exit from printing the Officers Report i 187 Last you can select to print the Officers Report to a printer display it to the screen or create a File to store it Output Type lt Print Reports OD Officer report Print To C Screen C File Settings a P i Portrait C Landscape B
152. omputer My Network en oo o Bos acos Syactrpt2 APB IO AROBJ O Budget workFile contrRoLs cross crystal custom pospan DOTNET lt SExEDLL Fonts BoB Belo HELP SHTML Imex master mcos opos PaLm_os pan PD4_NET ppaTeme POCKETPC PROBI E RPOBJ seo svos3 Temp E TempData THEMES ties TOPSTEMP E Torswork Busog juries VBDLL woos Dx gt File name Save as type ETMENE Bil xi vi Cancel 131 Notice the default file name is the mailing label selected under Paper Type on the 2 screen You can overtype this name and save the Export File under any name you wish You can also select the File Location using a standard Windows browser Summary Mailings is designed to give you control over general mailings to owners You can choose your method for each mailing whether it is billable to the community or not and the output that best serves your purposes Every mailing is recorded in the Communication History It can be viewed on an owner by owner basis through Maintain Owner or community wide through the Communication menu Keeping a detailed Communication History showing each mailing made to an owner should help dispel any disputes that arise where an owner says they never received the mailing This completes the Mailings manual section 132 Form Letters Form Letters are letter templates that use me
153. on to work with letter templates for this community Form er You will see all the Form Letter templates that exist in this community Select Form Letter AD OD Select Letter Letter Description Bh ater Nite First Warning i Second Warning Final VVarning Legal Action First ACC Viol Second ACC Viol Final ACC Viol ACC Approval ACC Disapproval Proxy Form Welcome Letter 16 17 v k W gv New Rename Delete Select Exit 133 We ll cover each of the buttons on this screen Maintain Letters Click to highlight the letter then click on the Select button or simply double click on A the letter name Select The letter template will open like this Form Letter Template FL Form Letter XX Sample Condominium File Edit Insert Tables Format Help Ole s won X Al l Merge Codes I Must Print 12 Welcome Letter aen A ee z Ss EUME A REUMA E e aa a Pea i 1 a a Tas Lel i gt aS ie Li Community Name Community Address Line 1 Community Address Line 2 Community Address Line 3 Comm Phone Date Full Welcome Owner Name Mailing Address Dear Owner s Name Welcome to Community Name We re glad to have you as a new owner in our community We thought this would be a good time to explain to you some of your rights and responsibilities since your home is part of a community association Your home is located in the Community Name
154. ons to move from home to home staying on the Recurring Charge screen or jump to the LAST FIRST home The arrow navigation can be handy when you want to review change charge table categories for a several homeowners at a time 23 wy The Search button lets you select a particular home in the community Search and jump to the Recurring Charge screen for that home The OK button saves any changes to the Recurring Charges for the Owner You will exit to the Maintain Owners screen Cancel The Cancel button scratches any changes made to the Recurring Charges for the Owner You will exit to the Maintain Owners screen ile 24 Letters Open the Form Letter program here to select and print email a customized letter for the owner Form Letters are letter templates that use merge codes to insert owner information into the letter resulting in a letter that looks like it was individually typed In addition to the owner name and address there are merge codes for virtually ALL the data being tracked for an owner including their current account balance There are also merge codes for community info and the management company where applicable Form Letters can also be used to create ballots billing statements or any form you can think of to send to one or all owners Form Letters are a powerful and flexible tool that you can use in a variety of ways Please consult Form Letters elsewhere in this manual for a further explanat
155. operty City State Zip Happy Valle AZ 85302 Property Account Prop Acct 1001 Property Lot Prop Lot 001 Building Section Phase SEC 5 Legal Description 1 Legal Description 1 Plat Book 7 Section 8 Lot 001 Legal Description 2 Legal Description 2 Optional Property GL Cost Center GLC 200 Website User Name Web User Name Assigned when using websites Website Password Web Password Assigned when using websites Owner Email Address Owner Email Owner Email 159 Owner Itemized Balances These Merge Codes calculate owner balance breakdowns from the payment history files Owner Balances Prepaid Balance 0 00 Bal Due Maintenance Fee 01 Late Fees TOTAL Description Merge code Itemized Balances Not Including Prepaid Itemized Balances Not Including Prepaid Itemized Balances Including Prepaid Itemized Balances Including Prepaid 160 Charge Tables These Merge Codes pull information from the Charge Tables Charge Tables XX Sample Condominium EEK Charge Tables lt f AR Maintain Charge Tables PARAS ILA table Save cancei ON ON D W U tities clear Delete rine Table lat Title l Maintenance Fee Frequency Monthly v Date of Last Application Fee 0540107 Calculation Method Fiat Dollar Amount X Date of Last Late Fee O44 607 Late Fee Meth
156. operty owners XX Sample Condominium Group Owner Info Owner Group l 4 Sort Name frowson Owner Name Towson Investments Address 1 f1 04 Sundown Road Foreign Country Address 2 City frowson state Mm zpos Phones Home Work a 0 555 1212 fat 0 555 1111 IV Deling Notice V Mailing Label Homes in Owner Group ee ee aaa Home 300 Easy Street 300 300 a 0015 Bank Street 10015 10015 x Delete Home 4 4 gt gt F2 Update Sroup Owner Info z2 tk Oconcel Bowed QK chose You will see the homes in the Group displayed in the box at the bottom of the screen Click on the home to highlight the home to Delete from the Group Homes in Owner Group a aaa Home bs Diamond Avenue 830 830 Bal Delete Home Make sure the home to be Deleted from the Group is highlighted before proceeding Delete Home Click the Delete Home button to delete this home from the Group As soon as you click the Delete Home button the highlighted home will be removed from this Group 199 Mortgage Company TOPS can track the Mortgage Companies that go with the homeowners This can be handy where you have the requirement in a community s legal documents to notify the Mortgage Companies when there are certain pending community actions like amending the Declaration or Bylaws Before you can link Mortgage Companies to homeowners you must first add the Mortgage Companies into the community To do this go to the O
157. ops collection letters from automatically being printed for this owner and freezes them at whatever Collection Action step they are currently in Then no notices or letters will be sent The owner will stay at this Action level and not be stepped through any further categories from the Collection Action Table You might want to do this when an owner is in legal action with an attorney and you no longer wish to send the owner any Collection Letters When taking Collection Action in the A R module you will see all the owners listed who have a hold on taking further action You can then elect to remove the hold if you wish so that letters are sent about the delinquent balances owed See Collection Action in the A R module help for more information A hold can be put on an Owner s collection action in several places within TOPS This shows how to put a hold into the Owner record from the Owner Maintain screen Select Maintain from the Owner Database menu Select the home where you wish to place a hold on the Collection Action Owner Maintain X OD Maintain owners XX Sample Condominium ld lt gt hl 212 2 8 2 8 2 2 2 Add Property History Charges Letters Notes Flex Flags Queer _Resale KR RK S CCR Wik Ord Print Select PropertyF4 Browse Account F3 10009 Lot AUnit F6 10009 I Record Type Owner oot Street 10009 Bank Street atus St Street Address F2 Nam
158. ords Select Maintain from the Owner Database menu To add a Renter record first select the home Owner Maintain X OD Maintain owners a Condominium Ha Select PropertyF4 Browse r Multiple Owners Account F3 300 j Lot Anit FS 300 Record Type a i Street 300 Easy Street r Status Street Address F2 Name Search F5 Balance o Notes mo Select Owner i Collection E Tl Hold Action fu ff St STEVENS Owner eff Stevens i Settled Date 0407 00 Move Out 2nd Owner r Alt Mailing Addr r Contact Info Aarona o Home Work Alt pre E 301 989 4598 Unlisted F Unlisted T Unlisted City Fax IV Disable Web Interface State Zip Code Carrier Use Alt Foreign Addr 2nd Alt Addr E Mail Maintain View Send Mort Co BA B ox Bcancel Dower K cios Owner 1 of 41 forthishome Start at the current owner record Click the Add button located at the upper left corner of the Owner a Maintain screen to add a Renter record You will see the Owner Selector Owner 001 db aa Click the Add button to proceed with adding a Renter record 56 You will see the screen to add a new owner record ada Ones eo Date O Movet __ O fned O funa O fune Add New Owner screen 3 of S _ All fields in red are required 4 Back Next D gt Oearcel Notice the default Owner Classification i
159. orrespondence to this Officer Enter the Address along with the City State and Zip Code Contact Info Enter the phone s and e mail address for this Officer Title The Officers Title if any for the position held Term Expiration The Month and Year the Officers Term Expires if known If entered it gives you a way to track the expiration of Officers terms The Term Expiration prints on the Officers Report Click Email to open an e mail and then send it to the Officer on the screen It will use your default e mail service to send the e mail a o Click OK to save and changes and exit this Officer record Q Can cl Click Cancel to erase any changes made to this Officer record and exit K Close Click Close to exit from the Officers 174 Define Officer Classification Officer Classes gives you a way to organize the officers into categories such as Board Members and Committees You must define the Officer classes before you can add an Officer record into them Define Officer Classification You will see the Officer Class selection screen If this is the first time you are opening the Officers file you must define the Officer Classes oon On amp WwW NH zi E oK 8 cose Notice the Setup button at the bottom of the screen Bp serur Click the Setup button to define the first Officer Classification You will see the Officer Setup sc
160. ou can select which Charge Category is the correct one for each owner so that they get charged the right amount each period Click the Charges button to see the Recurring Charges this owner is Change setup to be charged You can activate deactivate charges for the owner from this screen You will see the Recurring Charges for this owner displayed like this Recurring Charges x4 OD Recurring Charges Cel ld lt gt Pl Unit ID 100 Owner Ray amp Nancy Simon Charge Table Name Charge Description A At Maintenance Fee M Townhome 4 B 4 C1 Special Assess M Single Family E o Bcancel In this example the owner is setup for 2 Recurring Charges But in each community there can be up to 10 Recurring Charges In addition an owner may be charged numerous Misc Charges which can be setup as recurring or one time using the Batch Adjustment function in AR We will discuss each data field displayed on this screen Data Fields Category There can be numerous Charge Categories in each Recurring Charge Table Depending on how a Recurring Charge is to be handled you can enter the recurring Charge Category that is the amount this home should be charged each period 22 Entering the Charge Category here is how you activate deactivate a particular Recurring Charge for an owner Schedule The 2 digit Charge Code for each active Recurring Charge Table in this community Charge Table Name
161. ou can select which specific mailing label you will be using for printing mailing labels Select Paper Type Click the down browse arrow to select which kind of label you wish Depending on the Paper Type selected above you 117 have a choice of different standard Avery labels For a laser printer the label choices are Avery 5160 1 x 25 8 Avery 5261 1 x 4 Avery 5262 1 1 3 x 4 The default is Avery 5160 the most common label used on laser printers Carrier Route Sorting Because space is too limited on Avery 5160 labels you do not have the option to do Carrier Route Sorting with this label type To do Carrier Route Sorting choose either the Avery 5261 or Avery 5262 labels Starting Position For laser labels you can select the starting row and column to use a mailing label sheet that has labels missing from previous mailings Starting Row Row 1 v Starting Column Column 1 v The default is Row 1 Column 1 which means it will start with the first label on the sheet This assumes of course that the label sheet is full and has no missing labels Use Custom Font Checkmark this option if you wish to change the font on the labels envelope options selected If checked you will see these options appear Custom Font Arial A A Size 9 0 4 v Changing these settings may cause the Label s text to grow outside of the Label s boundaries You can custom
162. ous Owners for a home It is important to keep the correct owner with the payment history that goes with that owner for the period the home is owned by them Never just change the owners name when a home sells to a new owner instead use the Owner Resale function on the Owner Maintain screen Using Owner Resale the change in ownership is handled for you easily and correctly See Owner Resale for detailed instructions on handling a resale A previous owner record looks like this Previous Owner Record lt OD Maintain owners XX Condominium Select PropertyF4 Browse aiin Account F3 850 a AUnit F6 850 a Street 850 Diamond Avenue Street Address F2 Name Search F5 Balance Notes Fo Select Owner Collection M a l T Hold Action a Hull HULL Semer Taiki d Settled Date 084399 Move Out 03 06 02 2nd Owner Alt Mailing Addr _ Contact Info Address 1 13110 Eaton Street Fone ised ast O 714 222 5555 Unlisted Unlisted Unlisted City Chicago Fax Disable Web Interface State fi Zip Code 3333 Carrier IV Use At Foreign Addr 2nd alt Addr E Mail Maintain View Send Mort Co 000 B ox Danced O veere 2 ciose Owner 2 of 2 forthishome 55 Renters In addition to Owners Previous Owners and Builder Developers TOPS can track Renters of ahome Renters are one of the four Owner Classifications types for owner rec
163. p Code fields using the State and Zip Code that goes with this City State The default State is the main one defined in the Owner Control Info when you setup the community However if a community spans over into another State you can enter a separate State here or if you setup additional default Cities States and Zip Codes in the Owner Control Info you can open up a browse window to select a different City State and Zip Code for this home like described above under City Zip 4 Carrier Route Because in theory each home can end up with a unique Zip Code Four Carrier Route under current postal guidelines we have allowed for the storing of this information here for each home in a community It defaults to the Zip Code Four from the Owner 16 Control Info but you may change it here for a home if needed If you setup additional default Cities States and Zip Codes in the Owner Control Info you can open up a browse window to select a different City State and Zip Code for this home like described above under City The Zip Code Four Carrier Route is used whenever anything is addressed for sending to this home Navigation You may change any of the information in the Property Info by clicking on the field then typing the new information ld 4 gt DI Use the Arrow buttons to move from home to home staying on the Property Info screen or jump to the LAST FIRST home The ar
164. pe a etae De i g a i n ee ee ee VPAREN VE Times New Roman bd ie m L Community Name Community Address Line 1 Community Address Line 2 Community Address Line 3 Comm Phone NOTICE OF VIOLATION Community Name Date Full Owner s Name Mailing Address Line 1 Mailing Address Line 2 Mailing City State Zipcode RE Prop Street Address Dear Owner It has come to our attention that an Architectural Change has been made to your home All Architectural changes must be approved by the Association so that we preserve the appearance and architectural harmony of the community This helps all of us protect the values of our property at was noted is described below CCR Detailed Description To help Ustrronr kffort to preserve the appearance of the community we ask your cooperation i taking one of the following actions CCR Owner Resolition Action Page 1 Line 13 Col 14 100 Merge Codes are always shown with brackets around the field like this CCR Detailed Description 150 Collection Letter Template Community Name Community Address Line 1 Community Address Line 2 Community Address Line 3 Comm Phone FIRST WARNING LETTER Date Full Owner s Name Mailing Address Line 1 Mailing Address Line 2 Mailing City State Zipcode Re Prop Street Address Dear Owner s Name According to our records you are now thirty
165. ption Print Mailing Labels 6 21 2011 6 18 PM New Mailings Task Mark as Billable r Back Next 2 Logged on as User Jim Smith i We ll cover the options on this screen Print Mailing Labels Through this choice you can print from a variety of Mailing Label formats print directly on envelopes as long as your printer can handle it or generate an export file with owners names and addresses Print Mailing Labels is the default choice Send Emails Send an email to owners who have opted in to receive email communications from the community If an owner has not opted in they will be skipped and no email sent and no mailing label printed Print Mailing Labels amp Send Emails Send an email to owners who have opted in to receive email communications from the community then print mailing labels for those owners who have not opted in or where no email address exists Recommend Always use this choice if you want to send a notice to the entire community so that each owner will receive the mailing whether emailed or by regular mail Description Because of the Communication History that is kept for each owner and the community as a whole a Description of this 115 mailing MUST be entered here It only needs to be a few words that tells anyone looking at the history why this mailing was sent Mark as Billable Checkmark Mark as Billable if t
166. r If there is a secondary owner of this home you may enter it here Ideally this would be used for an owner situation where a home is owned by two individuals who are NOT husband and wife or where the spouse has a different last name Last Name Like the Primary Owner above type the secondary owners Last Name in this separate field It is the name that is used for name searches and last name sorting throughout the software a Click the paper clip to add an Attachment to this Owner An attachment could be any digital image like a scanned copy of a letter There are specific instructions for adding an attachment elsewhere in the Owner Help Alt Mailing If this owner has a mailing address OTHER than the address of this Address home you may enter it here You can then send letters mailing labels coupons statements and notices to the owner at this Alternate Mailing Address W Use Alt If you enter an Alt Mailing Address make sure you checkmark this box If this is not check marked all correspondence will be sent to the property address rather than the Alternate Mailing Address Foreign Addr Checkmark this box to change the format of the Alternate Mailing Address to it will accommodate a foreign address You may then enter the foreign address as it needs to be formatted 2nd Alt Adar Checkmark this box if there is a second Alternate Mailing Address where correspondence needs to be sent fo
167. r this Owner Flags The owner Flags looks like this Control Flags lt OD Owner Options DER KR gt Dl A Unit ID 100 Owner Ray amp Nancy Simon Control Flags Hold Payment M Bills Statements V Mailing Labels V Special Forms V Direct Debit 4 2 OK mend We ll cover each item on this screen in more detail below Accelerated This is an option when dealing with a delinquent owner It Assessments recognizes that the maintenance fee is an annual assessment broken up into installment payments to make it more affordable and convenient for owners to pay In communities that allow for monthly quarterly or semi annually payments if an owner is delinquent you can declare the entire unpaid maintenance fee for the remainder of the year as delinquent thereby accelerating the future installment payments so you only have to take one legal action against the owner for collection of that year s entire maintenance fee Typically an owner s accelerated balance is added using the Add Waive function in the Accounts Receivable module If done correctly in the Add Waive using the AC Charge Code the Accelerated Assessment flag will automatically be checked here in the owner Flags The Accelerated Assessments is a self maintaining system meaning you typically do NOT need to either checkmark or uncheck this box in the owner Flags TOPS Professional will take care of everything for you 31
168. r this home Perhaps the Owner has another residence or has a property manager or relative overseeing this home use the second Alternate Mailing Address to store this information You can then choose which addresses get the correspondence from the community If you checkmark this box a second Alternate Mailing Address screen pops up as follows lt OD Maintain owners Be aAA Alt Mailing Addr 2 Address 1 Address 2 City State E Zip Carrier Send Mailing Labels Special Forms Bills Statements Dy Clear ZB o Qearce Enter the mailing address Be sure to checkmark the appropriate boxes to send correspondence to this address as well Mort Co 000 Sometimes it is required to notify the Mortgage Companies if an owner is delinquent or if there are proposed changes to community legal documents This gives you a method for tracking the Mortgage Companies for each home If you wish to track the Mortgage Company for a home you can use the down browse arrow to browse the list of Mortgage Companies You can add the Mortgage Companies under the tab of the same name on the Owner Database menu Multiple Owners If there is more than one owner record for a home for example there might be a Previous Owner a Renter or third owner of the home it will indicate here whether multiple owners exist and let you select one of the other owner records for this home Multiple Owners Re
169. rder to email form letters You cannot use your internal email such as Outlook Outlook Express or Windows Live Mail because the size of outgoing emails might crash your current email server With TOPS iMail you have industrial strength email servers that will distribute your outgoing emails across an array of servers so you don t get blacklisted as a spammer All owner emails sent through TOPS iMail are saved to the owner communication history If you choose to email form letters to an owner s you will see the default email transmittal with the form letter attached like this Email Transmittal Communication Information pe i Batch Settings C Print Only Description C Email Only Send to Email Address General Mailings default all address found n C Letters amp Notices Print Hardcopy For Emailed Iteng C Bills amp Statements Priority I Mark As Billable Reply To mail HOAMamt Default Ika Request a Return Receipt Subject Sample Condominium Important Notite Please read the attached letter fron your Community Thank You B amp Process Now Cancel Output Options Notice these options at the top left area of the above screen Output Options C Print Only Email Only Print if r Print Hardcopy For Emailed Items The default is 7Email Only If you want to send form letters by email but print letters for owflers who have not opted in then chang
170. re Footage Assessed Value City State mo z Zip 4 Carrier Route 20888 121 j Dowie B ox Dearce Notice the Street Name field and the down browse arrow next to it 4 Click the down browse arrow to open up the Street File 80 You will see the Street Name file Street Names lt f OD Select Street DER gt Highlight the Street Name you wish to change Edit Street Name Click the Edit Street Name button to bring up the edit screen You will see the Edit Street Name window Edit Street Name lt OD Edit Street Name Street Hame Diamond Circle Hew Hame Diamond Cir PB on cance Type the correction to the Street Name After making the correction to the Street Name press the tab key Edit Street Name lt OD Edit Street Name Street Hame Diamond Avenue Hew Hame Diamond Circle You will see the change you made displayed like above P o Click the OK button to proceed 81 As a final safeguard before the Street Name change is made you will see this confirmation message SY TOPS MESSAGE J Okto continue e e Notice the default answer is NO to prevent you from accidentally changing the Street Name if you did not wish to do so Yes Click the Yes button to proceed with the Street Name change You will see the Street Names displayed with the changes you made Review Street Name Change
171. re commonly Lot Block Section which is the actual legal address of the home on plat maps as approved by the local jurisdiction The name entered here is totally free form It can be any label name you wish The Legal Description will show on certain owner reports Legal Description 2 A second field which can be used to enter a description in the Property record for each home 207 Use Apartment Notice this box on the screen M Use Apartment Check this box to turn on the Apartment Unit which may be needed in building where all the homes have the same Street Address and need the apartment or unit to differentiate the homes If checked then an address would be formatted like this 25100 South Street 101A Preferred Access The default way you wish to select homes This setting is used in all modules The internal audit trail reports such as Recurring Charges use this order when printing Preferred Access C Street Address Account Number Lot Number This field defaults to the access option selected for the community The choices are e Street Address e Account Number e Lot Unit Number This is a required field you must use choose one of these methods You can always change on the fly to one of the other methods when working with homes and owners Website Address If the community has a TOPS web site enter the www address here This can then be used by the TOPS web site
172. re you can select which kind of general mailing label type you will be using Select Paper Type Click the down browse arrow to select which kind of output you will be using for mailing labels Mailing Labels Export to File e Mailing Labels The default is Mailing Labels which will work on any standard laser or ink jet printer These would be separate sheets of labels Like most modern software applications TOPS no longer supports dot matrix label printing however if you have a dot matrix printer try using the export file functions to get a print file that will work with a dot matrix printer e Envelopes You can print the owners name and address directly on envelopes as long as your printer can handle the envelope feeding If you pick this option you can then select from a standard 10 or 9 envelope e Export to File if you select the Export option you will see two choices CSV Export creates a file with the owners name and mailing address in the CSV format which will natively work with Excel as well as other applications Alpha Graphics Export creates a file with the owners name and mailing address ready to send to Alpha Graphics if you use them for mailings There are other export options available as well when you reach the last screen of mailing labels Use the arrow key to move down the list or use the mouse to click on the print option you wish Select Paper Here y
173. reen Define Officer Classes S00 Maintain Officers wr te en ie Define Classifications 1 Dowie 2 OK Cancel The cursor will be positioned in the first Class field highlighted in blue Type the name of the first Classification of Officers you wish to track such as Board of Directors 175 The first class name will look like this Define Officer Classes lt OD Maintain Officers Define Classifications Boara of Directors 1 2 3 4 5 6 7 8 9 P varer FB o cancel To move to the next line to continue Defining Officer Classes press the Tab key The cursor will move to the next line ready for the next Class Define Officer Classes MOD Maintain Officers Define Classifications Boara of Directors O 0 NoN AUNGA on ZB o Banos Define the next Class if desired or stop and exit 176 In our example we defined two classifications Define Officer Classes OD Maintain Officers 3 Define Classifications Boara of Directors Committee Chairs o ou onau Naa AAAA p m m F terete 2 OK Bancel Once you are done defining the Officer Classes Click the OK button DB ox Click the OK button to save the Officer Classifications you defined QDEancei Click the Cancel button to exit the Officer Classifications without saving any categories you defined A beete Click the Delete button to delete an Officer
174. rge codes to insert owner information into the letter resulting in a letter that looks like it was individually typed In addition to the owner name and address there are merge codes for virtually ALL the data being tracked for an owner including their current account balance There are also merge codes for community info and the management company where applicable Letters can either be printed and sent to owners or emailed directly to owners as email attachments Form Letters can also be used to create ballots billing statements or any form you can think of to send to one or all owners Form Letters are a powerful and flexible tool that you can use in a variety of ways Whenever you print email a Form Letter to an owner s it automatically updates the owner Communication History for this mailing You can mark any mailing through Form Letters as one that you Bill to Community so you can recover your mailing expense Collection amp Violation Letters If you print email letters through Owner Maintain or anywhere else on the Owner Database Module you will NOT have a full history of the letters like you would using Collection Action AR Module for collection letters or Violation Action CCR Module to print email violation letters Therefore we do NOT recommend printing emailing these letters from the Letter button on the Owner screen We ll discuss setting up letter templates and using Form Letters Click the Form Letter butt
175. row navigation can be handy when you want to review change the Property Info for a several homes at a time CF Search The Search button lets you select a particular home in the community and jump to the Property Info screen for that home Delete Subject to the warning Note below you may delete a home and the related Owner information by clicking the Delete button at the bottom of the Property Info screen Note You cannot delete a home that has Owner Payment History attached to it This is a safeguard to protect the integrity of the accounting system If you deleted a home with charge and payment history previous accounting reports would be made invalid because a home which was part of the community and had accounting transactions has now disappeared OK Click this button to accept any changes made and exit from the Property Info screen 74 Cancel oe Cancel Click this button to scratch any changes entered on the Property Info screen 17 History Screen Overview Use this button to display the charge and payment history that makes up the account balance for a home The Owner s Payment History is displayed to the screen but may also be printed ready to be sent or e mailed directly to the owner who has a question a Click the History button to view the Owner s charge and payment Hist ory history on the screen You will see the Owner s charge and payment history
176. rty History Charges Letters Notes Data Flags paee CCR Wik Ord Print I4 i gt p HECTORE Select PropertyF4 Browse Multiple Owners Account F3 12200 BhLot AFE 12200 j Record Type Owner 001 12200 Supreme Court Status Street Address F2 Name Search F5 Baan M o see no Select Owner Collection i l 7 Hold Action lack amp Jill Todd TODD Owner n d Settled Date 06 28 02 Move Out 2nd Owner Alt Mailing Addr Contact Info Home Work Alt Address 1 301 555 6789 201 999 8876 Address 2 F Unlisted F Unlisted T Unlisted City Fax Disable Web Interface ip Code Carrier e Alt Foreign Addr 2nd Alt Addr E Mail Maintain View Send sy ea z for this home z a ean osa clos Notice the Property button at the top of the screen a Click on the Property button Property You will then see the Property Info screen Property Info 75 lt f OD Maintain Property DEALE Record 27 Account Lot Uni 42200 2 Street Address 12200 Street Name Supreme cout Unit ID Section Here you will enter any additonal property information Lot Block Section NIA Group Owner No amp Group lites Square Footage a GAL Cost Center zx Assessed Value aaa Ratio 0 Zip 4 Carrier Route 20888 i22 7 ZF o Dene Notice the Delete button 4 Dee Click the Delete button to proceed with de
177. ry Katz 10005 Bank Street 840 Diamond Avenue Rockville MD 20888 1212 Rockville MD 20888 1212 v zi Page 1 of 1 a 0g tox o _8 amp Mailings Task Ready Mark as Billable i Back Process Exit amp Logged on as User Jim Smith Use the down browse arrow to select the file format you wish to export the owner name and mailing address into Available File Formats Prepared report Adobe Acrobat Rich Text file HTML file MHT file web archive XML Excel table Excel 2007 file Microsoft Word 2007 file PowerPoint 2007 file OpenOffice Calc OpenOffice Writer Microsoft XPS file CS file DBF table Text File Matrix Printer Image file Once you select the export file format you will see another screen where depending on the file format selected you will 130 see other options for the export file Export File Options Export to HTML Page range all Current page Pages Enter page numbers and or page ranges separated by commas For example 1 3 5 12 Options Wysiwyg Pictures Sub Folder Navigator C Single page C Layers C Open after export Click OK to proceed or Cancel to exit The last step in the File Export is to name the file and the location where you wish to save the file File Location Save in TOPS2000 j Of pem My Recent Documents Desktop My Documents My C
178. s Owner Click on the down browse to select other Owner Classifications You will see the other Owner Classifications to select from To add a Renter record click on the Renter class Proceed to enter the renter s information on this screen Add Benien Kenii Owners Setup r Here you will enter the owner s information oe a saie o eoa Carin 7 Use Alternate Address J 2nd Alternate Address Add New Owner screen 3of5 i po All fields in red are required 4 Baon Next J gt Oconcel We ll discuss the key information that needs to be entered 57 Renters Name Enter the name of the renter To make it more generic you could enter Resident The Renters Name is required Sort Name Enter the renters Last Name If you enter Resident for the Renters Name enter Resident in the Sort Name field The Sort Name is required to do name searches and also for sorting alphabetically on reports Alternate Address Usually this is not needed for a Renter because the Renter would live at the home in the community Lease Start Enter the starting date of the lease if known Lease End Enter the ending date of the lease if known Contact Info Enter the Renter s phone s and e mail if known A completed Renter record might look like this Renter Record OD Maintain owners XX Sample Condominium
179. s box However we recommend leaving this unchecked because the new report style has more options available within the report i Prine Click the Print button to proceed with the report options selected cance Click the Cancel button to exit from printing a report 42 Add Owner Attachment Attachments can be any document or digital image you wish to store for an Owner It might be a scanned letter received from the Owner It might be a picture of the home Literally it can be ANYTHING Think of the Attachments like an electronic filing cabinet for information relating to each home and owner Select Maintain from the Owner Database menu Start at the Owner Maintain screen X OD Maintain owners XX Sample Condominium E RRCURHNSEPBSEPEEHNGEDEN Select PropertyF4 Browse Multiple Owners Account F3 100 BhLot AUnit F6 100 p 4 Record Type l Owner 001 Street 100 Easy Street I r Status Street Address F2 Name Search F5 Balance oo Notes no Select Owner Collection f I Hold Action Owner Ra amp Nancy Simon Settled Date 094200 Move Out 2nd Owner Alt Mailing Addr r Contact Info Home Work At 301 555 1212 202 222 3322 301 881 1212 F Unlisted F Unlisted F Unlisted Cty Rockvale 301 667 8899 Disable Web Interface State MD Zip Code 20886 6789 Carder bs Z Use Alt Foreign Addr 2d Ait Addr E Mail Maintain Vie
180. s below for a better understanding of how to work with Form Letter templates and Merge Codes in more detail 135 Click to highlight the letter then click the Delete button As a safeguard you will see this confirming message Confirm Delete This action cannot be undone Are you sure you want to delete Form Letter 5 Legal Action To delete a letter you must click on the YES button Click the NO button to exit without deleting the letter HE on Rename If you wish to change the letter name displayed on the screen simply click to highlight the letter then click the Rename button X OD Add Edit Letter Description x Please enter a name for this Form Letter Letter 5 The existing letter name will be displayed Simply type a new letter name Click the Save button to save the new letter name Click the Cancel button to exit without saving any changes Add Letter 4p New To create a new letter click the Add button X OD Add Edit Letter Description Please enter a name for this Form Letter Letter 11 Simply type a name for the new letter Click the Save button to save the letter name and proceed Click the Cancel button to exit without adding a new letter If you clicked the Save button you will see the new letter name displayed 136 New Letter Name X OD Select Letter Late Notice First Warning Second Warning Final Warning Legal A
181. screen 63 Owner Flags Unit 1D 10009 Owner John amp Mary Clark a z F Can cal Hold Payment Click on the Hold Payment checkbox to block payments from being accepted If you wish to remove the Hold just un check this box 64 Add New Owner Record There can be multiple owner records kept for each home in the community TOPS can keep track of multiple Current Owners Previous Owners Renters or Builder Developers for each home At any time you can select a home and then add another owner record Depending on what you wish to do there are two ways to add Owner Records Add Owner Record If you wish to Add a New Owner Record to an existing home go to Maintain Owner select the home and then click on the Add button Add Home amp Owner If you wish to Add a New Home and Owner go to Maintain Owner then click the Add button WITHOUT selecting a home See the Add Home amp Owner section for more details Select Maintain from the Owner Database menu To add a new Owner Record to an existing home first select the home Owner Maintain lt OD Maintain owners XX Sample Condominium I4 4 gt pi 2 22 S 2 8 2 iz si s Add Property History pee J arges Letters Notes paa Flags Ressel CCR Wirk Ord Print Select PropertyF4 Browse Multiple Owners Account F3 300 Lot wnitcre 30 Record Type Owner oor Street 300 Easy S
182. screen SY TOPS MESSAGE 2 J OK to delete the officer e C The default answer is NO to prevent you from accidentally deleting the Officer record You must click the YES button to proceed with deleting the Officer record This completes the instructions for deleting an Officer record 183 Deleting an Officer Class You might want to delete and Officer Class to re organize the Officer types you are tracking For example you may decide you no longer wish to keep track of Committee members When you delete an Officer Class then all officer records that are in that category are also deleted You do NOT need to delete each Officer record from a Class before deleting the Class itself If you just wish to rename the category simply type a new description of the category rather than delete it You can change the description of the Officer Class by just typing over it on the Setup Officer Class screen To Delete an Officer Class first start at the Select Class screen _ Select Officer Class ewi E for comm Select Classification Catg Officer Categories Committee Chairs Z E ok WClose Notice the Setup button at the bottom of this screen Click on the Setup button You will see the Officer Class setup screen Officer Class Setup lt f OD Maintain Officers a DAR Define Classifications Board Members Committee Chairs 1 2 Si 4 5 6 7 8 3 Click on the Officer Class
183. sessments are active Once you have selected a home amp owner you are ready to click on the Flags button Maintain Owner X OD Maintain owners XX Sample Condominium Ek KECORHLELPER RDREG EHSH Select PropertyF4 Browse Account F3 400 ILot AUniteF6 400 Street 400 Easy Street Street Address F2 Name Search F5 a 00 Notes uo BANT Colection fio ate Notice F Hold Action Benn Crai craic Owner Jenny Craig Settled Date 03 1902 Move Out 2nd Owner r Alt Mailing Addr r Contact Info Address 1 11500 E Lake Drive Home Pork ai l 847 999 4512 847 222 3341 Address 2 I Unlisted F Unlisted Unlisted oy Cricago F Disable Web Interface ax isable Web Interface State fi Zip Code 6010 Carrier Use At Foy4ign Addr 2nd Alt Addr E Mail Maintain View Send age 4 for ths home z a ean Dowie Roo Click on the Flags button You will see the Owner Flags for the owner you selected 92 Owner Flags lt OD Owner Options TER KIR ILALA EA Unit ID 400 Owner Jenny Craig F Hold Payment IV Bils Statements V Mailing Labels V Special Forms Direct Debit ox Bancel A check mark here usually means the owner is in collection action for a delinquent balance and that the Assessments or Maintenance Fees have been added for all re
184. ssessment value here if needed Some communities use a value from the legal documents or an assessed property tax value as the basis for calculating the maintenance fee If so you can activate a Recurring Charge Table where the Assessed Value is used as the basis for calculating the charge to the homes If not needed you may leave it blank Ratio Generally this is only used for Condominiums It is the Ratio of Ownership also called the Percentage of Ownership of this home in the Condominium The maintenance fee paid by each home might be based on the Ratio of Ownership If so you can activate a Recurring Charge Table where the Ratio of Ownership is used as the basis of calculating the charge to the homes If needed enter the Ratio of Ownership here If not needed you may leave it blank City The default City is the main one defined in the Owner Control Info when you setup the community However if a community spans over into another City you can enter a separate City here or if you setup additional default Cities in the Owner Control Info you can open up a browse window to select a different City State and Zip Code for this home If you click on the down browse arrow next to the City you will see a browse window where you can select any default City that is setup in the Owner Control Info for this community Rockville v os If you select another default City it will automatically update the State and Zi
185. sssseseseesseessessecsseessessseesses 209 About Owner Database The Owner Database module is the cornerstone module of the TOPS Professional system and is where the homes and owners are stored for each community Use Maintain Owner to make corrections to owner names change mailing address owner telephone numbers e mail address changes other information stored for the homes and Owners Through the Property Info button on Maintain Owners you can change the information about the home itself like the Account Lot Unit Street Address Legal Description etc From the Owner menu you can also generate owner reports mailing labels and form letters for the Owner Database module The Owner Database is included when you purchase TOPS as part of the Basic System To access the Owner Database module and its features click the Owner button on the TOPS Professional toolbar You will see the Owner Database menu Maintain Reports Mailing Labels Form Letters Officers Group Owners Mortgage Co Pool Pass Control Info Use the Owner Database module to perform the following e Maintain maintain homes owners and related information Also handle home resales here e Reports print various reports in many sort orders e Mailing Labels print several label formats for both laser and dot matrix printers Create an owner file for export into other applications E mail owners as an alternative to mailing labels e Form
186. support topssoft com o simonsez1 00 gmail com o F Email ddress Primary Email The main email address for this person There can only be 1 Primary email General Mailings Used for general correspondence and announcements Letters amp Notices Used for official letters and notices like delinquency and CC amp A letters Bills amp Statements Used for invoices that bill the owner for a balance due Email Addresses 2 Each owner record can have an unlimited number of e mail addresses and each can be marked to receive e mailed communications This Person Has Opted In to Recieve Email _ Checkmark this option to activate e mail communication for this owner If checked then you can send e mails for various types of communication for this owner I4 KI D Cy Click the browse arrow buttons to stay on the owner e mail screen but move to the next home or backwards to the previous home This can be handy when updating or correcting owner e mails for several homes Primary This is the main e mail address for this owner record It should be the e mail address used for most types of communication Although you can enter additional e mail addresses and send any of the 3 types of communications to this address as well Note There can be only 1 Primary e mail address for each owner record Email Address enter the owner s e mail address here There can be multiple e mail addresses for each owner
187. systems but not all So setting the Priority here may not work for emails sent to some owners Use the down browse arrow to select from the choices The choices are e Low tells the recipient the message is not that important e Normal tells the recipient the message is of regular importance This is the default setting e High tell the recipient the message is a HIGH priority and they should read it immediately In most email systems it would show an exclamation mark next to the email Reply To Use the down browse arrow to select which Reply To address to use e General Company Reply to Email Address The default is the general Reply To email address from the Management Company Info under Configure TOPS iMail e User Reply to Email Address You can select your email address defined in User Settings amp Preferences under Configure TOPS iMail e Bounce Email You can also select the Bounce email address from the Management Company Info under Configure TOPS iMail This will use the address where returned emails are dumped as the Reply To address for this email Return Receipt Check mark here to have a Return Receipt sent to you once the owner opens the email Of course the owner can elect NOT to send the Return Receipt so if you do not get a Return Receipt it does not mean the owner did not get and read the email Include Check mark here to include a message to the own
188. t Center can be stored in the Property Record for each home where the AR module will use it to split out income and cash receipts using the Cost Center Income is kept separated by the Cost Centers and is passed to the GL using the Cost Centers if this is activated In order to use this feature with the owner charges and payments you must first have defined the Cost Center under GL Chart of Accounts Once the Cost Center has been defined there you can imbed the Cost Center into the Property Info for each home That way TOPS can keep track of the owners income and payments using this Cost Center Follow these steps to imbed the Cost Center in the Property Info for each home Normally you would do this using the Setup wizard when you initially entered the homes and owners for the community But these instructions will show you how to do it from the Maintain Owner Select Maintain from the Owner Database menu Then select the home you wish to work with Maintain Owner lt OD Maintain owners XX Sample Condominium TER 14 j j i i d pipi 22 S 6 ale r a el x Add Property Jistory Charges Letters Notes paa Flags Smer i CCR Wrk Ord Print Select PropertyF4 Browse Multiple Owners Account F3 600 BhLot Anit S 600 Record Type Owner oo Select F7 600 Easy Street Status Street Address F2 Name Search F5 Balance oo Notes Fo Select Owner Collectio
189. t Letter 23 First Violation 2 10 50 00 50 Initial Fine al 10 100 00 100 1st Add Fine 4 10 250 00 250 2nd Add Fine 5 CCR Records f CCR Records for CCR Circle Community Ranch am x o o a 0 Z Add New Save Cancel Notes Attachments Select Letter Print Record Exit Reco 202 i gt i eae a et f OPEN Record is Active Record Type Violation 7 Create Date 05 15 2009 E o gj iG Import Picture CCR Code Mw Q gt Mowing Summary Desc Mowing IV Show Pictures Detailed Desc Mow grass 7 Insert CCR Article zj Action Needed to Please maintain your yard a Resolve Violation Nest Inspection 57252009 Last Inspection fos 5 2009 Print Next Letter View Action Table Actions Next Action 572572009 foo Initial Fine 24 Second Viol s 50 00 Last Action pa 572009 f st Letter 23 First Violation Description Merge code Explanation CCR Creation Date CCR Creation Date 168 CCR Request Date CCR Request Date CCR Close Date CCR Close Date CCR Approval Type CCR Approval Type CCR Summary Description CCR Summary Description CCR Detailed Description CCR Detailed Description CCR Status CCR Status CCR Owner Resolution Action CCR Owner Resolution Action CCR Reason For Rejection CCR Reason For Rejection CCR Next Inspection Date CCR Next Insp Date
190. t can be uploaded to your bank if payments are received through a bank lockbox system The bank can then take this file and use it to not accept a delinquent owner s payment received into the bank lockbox system A hold can be put on an Owner s collection action in several places within TOPS This manual section just shows how to put a hold directly into the Owner record from the Owner Maintain screen Select Maintain from the Owner Database menu Then select the home where you wish to place a Hold Payment It will look like this Owner Maintain X OD Maintain owners XX_ Sample Condominium DAR ld gt i pi 2 2 2 9 a ae z dd Property History Charges Letters Notes A f pucer i CCR Wrk Ord Print Select PropertyF4 Browse Multiple Owners Account F3 10009 Lot AUnit FB 10009 Record Type oor Street 10009 Bank Street Status AAE Name Search F5 Balance 215 00 Notes ho Select Owner ioy fo x attorney Action M H y Owner John amp Mary Clark CLARK 0 2nd Owner E i Alt Mailing Addr Yontact Info Aadress 4 Home Work Alt 301 445 1212 Address 2 F Unlisted F Unlisted P Unlisted City Fax Disable Web Interface State Zip code aT Carrier Use Att Foreign Addr 2nd att 44 E Mail Maintain VEW Send na a i for this home z o Dcn Dosa Koon ta Click on the Flags button Flags You will see the Owner Flags
191. t unit zip code and other data You may change any of the information stored here as needed For example if the Street Address is incorrect and needs to be changed you would do it through the Property button on the Owner Maintain screen Property Select the home first then from the Owner Maintain screen click the Property button You will see the Property Info screen for the home you selected Property Info lt OD Maintain Property 144 gt gt I Record 6 Account lo 0 Lot Unit 400 2 Street Address w Street Name Easy Stret j Unit ID Section 001 Here you will enter any additonal property information Lot Block Section 100 BlockA Section WA Ln Group Owner No x Group E 4 Square Footage 1404 GA Cost Center 100 Assessed Value eo Ratio 0 002285000 City Rockville v State Mmo Zip 4 Carrier Route 20888 172 co Gowns i oc We will discuss each data field displayed on this screen Data Fields Account This is a unique number used to identify this home It can contain alpha letters and numbers You can use the Account to select the home Also reports can be printed in Account order While it can be left blank but we recommend that you use it as the main identifier of each home You cannot use the same Account over again within the same community Maximum 12 digits Lot Unit This is a 2 unique number that can be used to identi
192. tements Dy Clear GF ok OCancel Notice in addition to the address there are checkboxes for e Mailing Labels e Bills Statements e Special Forms THIS ALLOWS YOU TO CONTROL YOUR MAILING EXPENSES BY SELECTING WHICH ADDRESSES ARE TO BE INCLUDED WHEN THERE ARE MAILINGS TO THE COMMUNITY 51 Multiple Owners Recognizing that there can be more than one owner of a home TOPS allows for multiple owner records for each home There can be multiple owner records to fully track the ownership of a home In addition to the current owner s TOPS will keep track of Previous Owners if the Owner Resale function on the Owner Maintain screen is used Also renters can be added where the home is a rental property Finally Builder Developer owned homes can also be tracked TOPS uses these owner classifications to track the different owner record types H Current owner P Previous owner R Renter V Developer If there are multiple owner records for a home it will look like this Owner Maintain Multiple Owners X OD Maintain owners XX aaa Condominium I4 lt gt Dili ie Property es a ele will deal l Bas R K i Ind Print a Select UFA Browse Multiple nme Account F3 850 BhLot AUnit FB 850 i Record Type Owner 001 Select F7 Street 850 Diamond Avenue Status Street Address F2 Name Search F5 Balance 7 Notes uo Select Owner Collection E BA P Hold Action Owner Micky Mouse
193. that home Printing Owner Notes Owner Notes may be printed as an option on a number of Owner Reports When printing a report you will be asked if you wish to print the Owner Notes If you answer Yes all the Owner Notes will be printed on the report below the listing for the home 29 Flex Data The Unlimited Flex Data feature enables you to add an unlimited number of custom data fields to your TOPS Professional Owner databases that are unique to your business needs You define the field types and names of your Unlimited Flex Data fields for each community The Unlimited Flex Data feature provides the option to Define Fields Arrange Fields by Categories Search Flex Data Save Edit Delete Export and Print lists based on Flex Data fields you select for your output Currently you may create five types of data fields and within some types you have options to further define how the data will display The types are Text Number Date Checkbox and List Refer to the Unlimited Flex Data User Guide for detailed instruction on how to create and manage Flex Data Fields 30 Flags Checkmark boxes that control actions for this owner such as mailing labels bills amp statement hold payment hold collection action and direct debit payment setup Checkmark or uncheck this control information as needed to get the results you desire The function of each Flag will be explained below Click the Flags button to see the settings fo
194. the Section or Building for this home here You can print certain Owner reports and AR reports sorted by Building Section if you wish Assessed Value Some communities base their maintenance fees on a stated unit value If you wish to track the Assessed Value of this home enter it here You can use the Assessed Value to base 71 recurring charges on in the Charge Tables GL Cost Center TOPS has the ability to breakdown income and expenses using a GL Cost Center This can be handy if you need to keep track of the income by Section or by Building Each Section or Building can have its own Cost Center Using Cost Centers you could generate financial statements for just a particular Section or Building See the Appendix titled Cost Centers for more information Ratio The Ratio of ownership is also called Percentage of Ownership for Condominiums and Co Ops It is the fractional share expressed as a decimal which this unit owns in the entire complex The Ratio can be used to calculate the amount of a Recurring Charge in the Charge Tables If not needed you can skip the Ratio City The default City is the main one defined in the Owner Control Info when you setup the community State The default State is the main one defined in the Owner Control Info when you setup the community Zip Code The Zip Code Four Carrier Route for this home The default Zip Code for the community is stored
195. the default Owner Classification is Owner Click on the down browse x to select other Owner Classifications You will see the other Owner Classifications to select from Owner Click on the Owner Classification for the record type you are adding For our example we will add another Current Owner to the home so we will take the default of Owner Proceed to enter the new owner s information on this screen Owner Setup Screen 66 lt OD Maintain owners XX Sample Condominium og Home 300 Owners Setup Here you will enter the owners information Owners Name 7 2nd Name Alternate Addr p ew lf State Zipcode f Camef Use Alternate Address J 2nd Alternate Address Settiemnt Date Move Out Phone Wintistect Work O f United Att i fune Fax l p s Add New Owner screen 3 of S _ E All fields in red are required 4 Back Next gt cancel We ll discuss the key information that needs to be entered Owners Name Enter the name of the owner the way you want to address them in correspondence or on bills statements The Owners Name is required Sort Name Enter the owner s Last Name The Sort Name is required to do name searches and also for sorting alphabetically on reports Alternate If this owner has an Alternate Mailing Address enter it here so Address you can send correspondence and bills statements to this second
196. the home Alternatively you may use the F6 special function key at the top of your keyboard If you use the Browse x button you will see the owner browse screen Lot Unit Browse Q OD Select Unit Lot BRAX Unit Lot Owner Name Ray amp Nancy Simon Jennifer Lance Jeff Stevens Jenny Craig Bill Smith Warren Carter George Berube Jimmy amp Jane Bow Mary Jones Gil amp Gail Down Mel Bens Use the mouse to double click on the owner record you wish or click to highlight the owner and then click OK 47 Street Address If using Street Address to select the home click that box on the owner selection area Street Address F2 Alternatively you may use the F2 special function key at the top of your keyboard You will see the Street Address selector First select the Street Name Then either type the Address and Unit if any or browse the addresses displayed below the address entry box using the scroll bar till you find the correct address on the street Street Address Selector OD Maintain owners XX Sample Cond Jog Diamond Avenue Street Name Address Bank Street Un Easy Street Supreme Court Scroll bar Bs Ean cel Select the street name then address Name Search If using Name Search to select the home click that box on the owner selection area Name Search F5 Alternatively yo
197. ther printed or e mailed If the communications was a letter whether it was printed or e mailed or if it was an e mail with an attachment simply click on the paper clip icon to see exactly what was sent to the owner See the Communications user manual for more information on how to customize the Communication History views and the other button functions on the Owner Communication History screen Send Click the Send button to open your default e mail system either TOPS iMail if you subscribe to it or your regular e mail system and send a quick e mail to this owner If you have not subscribed to TOPS iMail you will see this reminder message Send Email TOPS iMail Send this email through TOPS iMail and have TOPS record it in the Communications History recommended C Always use TOPS iMail and don t ask me again My Email Client Send this email through My Email Client and do not have TOPS record it Note Only e mails sent using TOPS iMail are recorded in the Owner Communication History This message is reminding you that if you use 11 something other than TOPS iMail to send owner e mail there will be no entry in the Owner Communication History for this e mail You must make a selection here The default is TOPS iMail but you may change it to My Email Client if you wish to use your e mail system with Outlook Outlook Express etc rather than TOPS iMail If you are using TOPS
198. there is no payment history records existing 78 Street Names The Street Names are setup as you add homes and owners to the community As you add a new home you are adding the Street Names at the same time That s how you link a home with a Street Address you add the house to the Street to complete the Street Address of the home These are the Streets within the community you do not need to add streets for owners with an alternate mailing address who do not live in the community Having a Street Name file has a number of advantages which are e It standardizes the spelling of the Street Name so it is correctly entered everywhere it is used e As you add a new home amp owner you do not have to enter the Street Name over and over again saving time and avoiding misspellings e It allows TOPS to present the owner data to you in an organized way by Street Address Here s how you can maintain the Street Name file Select Maintain from the Owner Database menu You will see the Maintain Owner screen Maintain Owners lt OD Maintain owners XX Sample Condominium BAR Add Property History Charges Letters Notes Data Flags paner CCR Wrk Ord Print Select PropertyF4 Browse Multiple Owners Account F3 Plot uniter B Recoratye _ Street Status Street Address F2 Name Search F5 Balance Select Owner Collection I Hold Action SR Move Out Settled Date 2nd Ow
199. tret Status Street Address F2 Name Search F5 Balance oo Notes uo Select Owner Collection 3x Tl Hold Action Jeff Stevens STEVENS 0407 00 Owner etf stevens i Settled Date 04 07 00 Move Out 2nd Owner Alt Mailing Addr Contact Info sions SSS Home Work Alt PER PE 301 989 4598 Unlisted Unlisted F Unlisted City Fax MV Disable Web Interface State Zip Code J Carrier I Use Att Foreign Addr 2nd Alt Addr E Mail Maintain View Send Mort o i W o Banoe D verer K Close Owner 1 of 41 forthis home Click the Add button located at the top left part of the screen to add Add an Owner Record to this home You will see the Owner Selector 65 Owner 001 dh ns Click the Add button to proceed with adding an Owner Record You will see the screen to add a new owner record Add Owner Record amp OD Maintain owners XX Sample Condominium Loe Owners Setup Here you will e prine owners owners infs ation Jett Owner Sort Name Owners Nam 2nd Name AtemateAAdr tititi S S S City State Zipcodel Camef Ufe Alternate Address J 2nd Alternate Address etflemnt Date Move Out z Pone Unlisted ork Unlisted Alt Unlisted Fax E Mail Add New Owner screen 3 of 5 i l a MII fields in red are required 4 Baon Next D gt Branco Notice
200. tware when a new Group is added Sort Name The Last Name or Keyword Name to use for this owner It is used when doing owner lookups and for sorting reports alphabetically by name It is a required field Owner Name The full Owner name first and last in the format you wish to use for addressing mailing labels letters bills statements and coupons to this owner It is a required field Address 1 The first line of the mailing address for the Group Owner It is a required field Foreign Address Checkmark this box to change the formatting of the mailing address to accommodate a foreign address Address 2 The second line of the mailing address for the Group Owner if needed It may be left blank City The City part of the mailing address for this Group Owner It is a required field State The State part of the mailing address for this Group Owner It is a required field Zip Code Zip Code can handle Zip Four Carrier Route The 5 digit Zip Code is required Home Phone The home phone of the Group Owner It may be left blank Work Phone The work phone of the Group Owner It may be left blank Deling Notice Check mark Delinquency Notice if this Group Owner is to receive delinquency correspondence about the homes in the Group when Collection Action is taken Mailing Label Check mark if this Group Owner is to receive mailings from the community when Mailing Labels are printed
201. u may use the F5 special function key at the top of your keyboard You will see the Name Search screen Owner Name Search OD Select Owner Property by Owner Name BEX Last Name i Search Owner Name Account Baa Second Home Owner ZB OK QCancel You are ready to select a home and owner by the Owner s Last Name 48 Enter the Owner Last Name or the beginning letters of it like this Click the Search button to find matching names You will see the matching owner names listed Double click the Owner Name you wish to select or highlight it with a single click then Owner Name Search amp OD Select Owner Property by Owner Name Lice Last Name SC Search Owner Name Account Herb Sbore H Michael Scott H 600 i Second Home Owner a OK Cancel click the OK button ld lt gt Pl record on file to change certain info found in e Owner Maintain e Property Info e Recurring Charges e Flex Data e Owner Flags e CCR Records 49 Browse Arrows are another way you can select a home Use the arrow buttons on the toolbar to move through the owner information and display the first record previous record next record or last This can be a handy way to view Owners records if you are looking You can use the Browse Arrows to move from home to home on several screens related to Owner Maintain Browse Arrows
202. u wish to skip sending them this email Warning Clicking the Process button will start printing the mailing labels AND start emailing the Owners But sure you want to proceed before clicking the Process button Process If the job preview looks good click the Process button to proceed with actually doing the mailing as shown in the Job Preview Warning Clicking the Process button will start printing the mailing labels AND start emailing the Owners But sure you want to proceed before clicking the Process button pun 1 o A Click the Back button to go back to the previous screens where you can change options if needed Any options selected on this screen will be saved when you return to this screen Exit Click the Exit button to exit from the Mailings program without proceeding E xport Mailing Label File Export Options From the Labels Preview screen you can export owner name and address info into various formats This can be handy when you wish to give just the owner mailing addresses to an outside party 129 Labels Preview S Mailings for XX Sample Condominium Mailings Task Review Labels Preview Email Recipients Not seging a particular Owner Ensure their Flags gt Mailing Labels is checked Joe amp June Smith Michael Scott 10002 Bank Street 600 Easy Street Rockville MD 20888 1212 Rockville MD 20888 1212 Rick amp May Day Jer
203. ult answer is NO which means this home is NOT part of an Owner Group If you answer YES to this question it will allow you to select a Group Owner using the Down Browse Arrow It will open the Group Owner selector x OD Multi property owners BAL Owner Groups Group Owner Name ee a ir ij E HK OCancel You can Add a new Group Owner on the fly if you do not see the Group Owner that goes with this home More on Group Owners under this heading elsewhere in the help files Square Footage Generally this is only used for Condominiums The maintenance fee might be based on the Square Footage of each home If so you can activate a Recurring Charge Table where the Square Footage is used as the basis of calculating the charge to the homes If needed enter the Square Footage here If not needed you may leave it blank G L Cost Center Sometimes it is necessary to track the community s income and expenses broken down by section or building If so the G L Cost Center that represents the section or building can be entered here If you use the G L Cost Center then the income charged to this home can pick up this cost center so that you have your income broken down by cost center For more info on cost center 15 accounting see the Appendix titled Using Cost Centers If you do not need cost center accounting for your homes just leave this blank Assessed Value You can enter an a
204. up 4 Square Footage GAL Cost Center 100 Assessed Value Ratio 0 City Rockville v State MD F Zip 4 Carrier Route 20888 1212 ies ao Click the OK button to save this change and return to Maintain Owners If you are making this change for all the homes in a community you might want to use the browse arrows at the top of the screen to go from home to home 90 Owner Flags Flags are control settings for various owner options such as the ability to select which owners of a home have mailing labels and bills printed It gives you the chance to control some of the important items related to each owner record We ll cover each one individually Accelerated Assessments This is an option when dealing with a delinquent owner It recognizes that the maintenance fee is an annual assessment broken up into installment payments to make it more affordable and convenient for owners to pay In communities that allow for monthly quarterly or semi annually payments if an owner is delinquent the legal documents may allow you to declare the entire unpaid maintenance fee for the remainder of the year as delinquent thereby accelerating the future installment payments so you only have to take one legal action against the owner for collection of that year s entire unpaid maintenance fee Typically an owner s accelerated balance is added using the Add Waive function in the A R
205. w Send Mort Co 006 Roosevelt Times Mortgage 2 z Cance D oeral Koos Owner 1 of 4 forthis home Address 1 12100 Taft Street Address 2 0 Click the paper clip icon to open up the Attachments You will see the screen for adding or maintaining the Attachments for this Owner 43 X Attachment Control for 100 Easy Street Ray amp Nancy Simon All for this Unit Exit P Click the Add Attachment button to select an attachment which is already somewhere on your computer or computer network Add Attachment A browser window will open up so you can navigate on your computer or network to locate the Attachment Look in Om Documents J e ck My Recent Documents e Desktop D My Documents My Computer My Network Places custom customer cyber DDLabs Dealers Deep Creek Lake Dept Meetings nos Tors Employees Executive Letters Executive Team Expense Reports Ezines lt Fact Sheets fax Financial Statements Florida Office Gate Security E Get Docs Now Goals help holly Home loan jimpac Import File name Files of type I Open as read only When you have found the Attachment simply click on it to select it Then click either Open or Save depending on the prompt your version of Windows gives you Whatever the document or image names you select to Attach to a home they will sho
206. w on the Attachments screen like this 44 X Attachment Control for 500 Easy Street Bill Smith View Large Icons x g Filter kai x z 900 Direct Letter 1 1 View Selected Picture 002 jpg E Picture 003 jpg Click on the Attachment to open or view it Delete it by clicking to highlight it and then click the Remove button 45 Select Home amp Owner TOPS gives you several ways to select a Home and Owner depending on which method is convenient for you The way a home is selected is based on the default preferred access mode specified in the Owner Control Info But you can change to any of the ways to select a home on the fly as follows e Account Number e Lot Unit Number e Street Address e Name Search e Browse Arrows To select a home start at a blank Owner Maintain screen Owner Maintain lt OD Maintain owners XX Sample Condominium lq 4 s R S Add Property History charges Letters Notes Data Flags A CCR Wrk Ord Print PropertyF4 Browse Multiple Owners F2 Bhtot AUnit F6 RecordType Status d Name Search F5 Balance lial pane ae Select Owner Collection BEP Hold Action Owner Settled Date Move Out l 2nd Owner Alt Mailing Addr Contact Info Home Work Address 1 Address 2 i Unlisted F Unlisted F Unlisted City Fax Disable Web Interface ip Code J Carrier I Usp Alt Foreign Addr
207. which is organized as a Condominium Since your home is part of a Condomimium you pay a monthly maintenance fee to Community Name In return the community association maintains the common areas and community amenities such as the playgrounds and parking lots The monthly payment for your home is A1 Charge AMT and is due on the 1st day of each month You will be receiving a payment book in the mail but for your records payment should be mailed to Community Name c o Lockbox Community Name Lockbox Address 1 Lockbox Address 2 Lockbox CSZ Call the manaaement office with anv questions about the community at Management Co Phone 11 Page 1 Line 43 Col 23 100 The sample letter above would be used as a Welcome Letter for new owners Notice the bracketed fields These are mail merge codes that will insert the community and owner information into the letter which will make the letter customized for this owner The finished letter will look just like it was hand typed to this owner You just need to compose the general 134 wording insert Merge Codes where you want them then let the Form Letter program handle printing emailing the custom letter to the selected owners You can insert graphics such as letterhead or pictures into Form Letters Letters can then be printed or emailed to owners Printed or emailed Form Letters will update the owner communication history automatically You can
208. wish to delete then click the Delete button It will permanently delete the Delete owner e mail address Click the Done button to exit back to the Maintain Owner screen Any changes you made to owner e mails will Done automatically be saved 10 View Returning back to the Owner maintain screen click the View button to see the Communication History for this owner Owner Communication History Communications Records DER XX Sample Condominium Filter Ray Nancy Simon 100 Easy Street iew Options Export Options Navigation Available Views lt Default view gt i E Export to Excel i pN iei wv History r a Exit Drag a column header here to group by that column Reports Usage Created Recipient Name Summary Category Delivery Me Processed Status Attachments i lerz 2010 Ray amp Nancy Simon New Rules amp Regs Mailing Label Printed 6 2 2010 Sent 5 2 2010 Ray amp Nancy Simon 06 First ACC Viol CCAR Letter Printed 5 2 2010 Sent 45 2010 Ray amp Nancy Simon 01 Late Notice Delinquency Letter Emailed 4152010 Queued kS 3 31 2010 Ray amp Nancy Simon Annual Meeting Notice Mailing Label Printed 3 31 2010 Sent 3 26 2010 Ray amp Nancy Simon Pool Opening Date General Mailing Emailed 3 26 2010 Sent Current User Jim Davis Filter Ray Nancy Simon 100 Easy Street Viewing 10 Records This shows ALL the communications with this owner whe
209. wner Database module then click the Mortgage Company tab on the Owner Database menu Mortgage Co Click the Mortgage Company tab on the Owner Database menu You will see a blank Mortgage Company maintain screen like this Mortgage Company lt OD Mortgage companies XX Sample Condo aA Mortgage Company fae Mortgage Company Name Sey Department ee Attention See Address City State A Zip Code AAP sejmu saja From here you can add a new mortgage company of use the down browse arrow l o select an existing mortgage company ick the utton to enter a new Mortgage Company Then dp Aud Click the Add b M C Th complete the following fields Data Fields Mortgage The system will assign this for you automatically Itis how it keeps Company track of each Mortgage Company There is nothing you need to do Mortgage Enter the Mortgage Company Name on this line Company Name Department Enter a Department name like Mortgage Dept if any You may leave this blank if not needed Attention You may enter a person s name who receives any notices from the community if any You may leave this blank if not needed Address The Street Address of the Mortgage Company 200 City State Zip The City State and Zip Code Four for the Mortgage Company A complete Mortgage Company screen looks like this Add Mortgage Company lt OD Mort
210. y Full Day Full Friday Month Full Month Full May Day Number Day Number 15 Month Number Month Number 05 Year Year 2009 The ends the manual section on Form Letters 170 Officers Officers include the Board of Directors and may at your option also include Committees In addition to storing the officer s name address and phone number information their position and term of office can also be tracked Reports and mailing labels may be printed for the officers The Officer tracking system uses Officer Classifications to let you categorize the Officers A Classification is nothing more than a grouping you name and then add the Officers or Committee Members into for tracking purposes It gives you a way to organize the Officers and Committee Members Use the Maintain Officers screen to perform the following options e View or change officer information e Define officer classifications e Add anew officers e Delete an officer classification e Delete an officer Click the Officers tab on the Owner Database menu View Change Officers To maintain existing Officer records first select the Officer Classification Select Officer Class OD Officers for comm ewj Pa Select Classification Officer Categories Committee Chairs 2 3 4 5 6 7 8 9 Saa setup 2 OK R cose Double Click on the Officer Class to open it up You will see the Officer selection
211. yment history Double Click on the blue highlight bar to split the transactions at this point lt OD Owner resales XX Sample Condominium Unit ID 500 Current Owner Bill Smith Type Owner 001 Resale Options Resale Date 02 28 07 Split History by Resale Date History Goes with Previous Owner C History Stays with New Owner Place highlite bar on first transaction for Hew owner Payments Chk Dep Date Code Year Description APPLY CHARGES A1 Maintenance Fee 90 00 90 00 4808 020307 AS Maintenance Fee 90 00 srra Split Here tter 4828 030607 A1 Maintenance Fee 90 00 0 00 APPLY CHARGES 41 Maintenance Fee 90 00 90 00 zj of sa FB oK Ocancel If the manual split of the payment history looks correct between the owners click OK to proceed Click the Balance button to view the breakdown of the Balance Due by Charge Code OK Click the OK button to proceed to the next screen of the Owner Resale Cancel i Click Cancel to start over again You will see the screen to verify the split of the owner balances between Previous and New Owners Verify Balances 36 X OD Owner resales XX Sample Condominium New Owner Previous Owner Prepaid Balance 0 00 Prepaid Balance 0 00 Bal Due Year Maintenance Fee TOTAL Gi Bal 2 OK cancel If it looks correct click OK to proceed If the balances do not look correct between the part
212. you wish to delete to highlight it Then click on the Delete button to proceed with deleting this class 184 As a safeguard you will see this confirming message displayed on the screen SY TOPS MESSAGE 2 J Do you want to remove this category The default answer is NO to prevent you from accidentally deleting the Officer Class You must click the YES button to proceed with deleting the Officer Class This completes the instructions for Deleting an Officer Class 185 Officer Reports You can print an Officer Report showing the name address contact info title and term expiration for the Officers This can be handy for having a contact sheet for the officers It also gives a report showing the term expiration when there are staggered elections of Officers To print an Officer Report you must select an Officer Classification It doesn t matter which Class you select you will have the option to include all Classes on the report later Start at the Select Officer Class then select ANY Class Select Officer Class OD Officers for comm OX Select Classification Officer Categories Committee Chairs 2 a 4 5 6 7 3 9 zi Basa W o R cose Simply double click on the name of the class to select that class You will see a blank Officer screen Blank Officer Record lt OD Maintain Officers XX Same ondominium I4 4 gt i pl E Officer Catg i Board
213. ype you wish to track and then enter the appropriate Flex Data for each home The data can be searched and reports printed as needed Flags These are a series of checkboxes that set control flags for this owner such as does this owner get bills statements mailing labels pays by direct debit etc Owner resale Use this option to handle transfers of ownership from a previous owner to a new owner You can split the owner charge and payment history between owners as you add the new owner CCR if you own the CCR Enforcement module click this button to view maintain the CCR records for this home If you do not own the CCR Enforcement module clicking this button will not do anything Work Order if you own the Work Order module click this button to view maintain any Work Orders records for this home If you do not own the Work Order module clicking this button will not do anything Print click this button to print an Owner Profile Report which includes all the information about this one home The Owner Profile Report can be printed for the entire community from the Owner Reports menu but this button will print the information for just the selected home Maintain Owners Screen Overview To access the Maintain Owners screen click the Maintain tab Then select a home using either the Account Lot Unit Street Address Owner Last Name Once you have selected the home you will see the Maintain Owner screen M

TOPS Professional™ Owner Database Manual

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TOPS Professional&trade; Owner Database Manual

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TOPS Professional™ Owner Database Manual